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1 C A L I F O R N I Assessment of Student Performance and Progress A Test Operations Management System: Passwords, Access, and Logon Users Guide Administration Smarter Balanced Summative Assessments California Alternate Assessments Science Standards-based Tests in Spanish for Reading/ Language Arts Updated October Prepared by Educational Testing Service

2 Table of Contents CAASPP System Introduction... 1 What s New in for the Test Operations Management System (TOMS) Access and Logon... 1 About This Manual... 1 About TOMS... 1 Adding and Managing Users in TOMS... 4 TOMS Requirements... 5 Gaining Access to TOMS... 5 TOMS Access and Logon... 6 Steps to Log On... 6 Use Passwords... 7 Acronyms and Initialisms Used in the TOMS Passwords, Access, and Logon Guide CAA CAASPP CALPADS CalTAC CAPA CSD LEA NPS PPT SC TA TOMS California Alternate Assessments California Assessment of Student Performance and Progress California Longitudinal Pupil Achievement Data System California Technical Assistance Center California Alternate Performance Assessment California School Directory local educational agency nonpublic, nonsectarian school paper-pencil test CAASPP test site coordinator test administrator Test Operations Management System ii

3 Introduction Introduction What s New in for the Test Operations Management System (TOMS) Passwords, Access, and Logon Feature Username New user roles Secondary local educational agency (LEA) California Assessment of Student Performance and Progress (CAASPP) coordinator role Password reset Change A TOMS username is the user s address. User roles have expanded; see the User Roles in TOMS Web page at for a complete list of CAASPP user roles. LEA superintendents may designate a secondary LEA CAASPP coordinator 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. 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. 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 System, which comprises the Smarter Balanced online summative assessments, the California Alternate Assessments (CAA), 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 tasks in TOMS that include (but are not limited to) the following: Manage the LEA s testing windows; Verify contact and mailing address information, including delivery and addresses; 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); October TOMS Password, Access, and Logon Guide 1

4 Introduction Indicate which students are assigned to the CAAs or are taking which science and/or reading/language arts paper-pencil tests and order materials for them; Manage CAASPP test site coordinator (SC), test administrator (TA), test examiner (TE), TA & TE, IA Administrator Only, Educator District, Educator Site, and Educator Roster access to TOMS, including password resets; Note: Persons occupying the roles of TE and TA & TE must be licensed or credentialed employees only. Download secure test materials; and Access the LEA s test results. CAASPP SCs will be able to perform tasks in TOMS that include (but are not limited to) the following: Verify contact and address information, including delivery and addresses; Note: If your mailing address is incorrect, you need to contact your CSD coordinator to update this address on the CSD. Add and configure online student test settings (accommodations, designated supports); Indicate which students are assigned to the California Alternate Assessments (CAAs) or are taking which science and/or reading/language arts paper-pencil tests; Download secure test materials; View reports on students tests, test assignments (such as CAA, paper-pencil, or braille ), and test settings; and Enter and manage CAASPP system access for staff at the test site. CAASPP TAs will be able to perform tasks in TOMS that include (but are not limited to) the following: Verify their individual contact information; Access training materials and frequently asked questions; and Download secure test materials for the California Alternate Performance Assessment. Licensed or credentialed CAASPP TEs and TA/TEs will be able to perform tasks in TOMS that include (but are not limited to) the following: Verify their individual contact information; Access training materials and frequently asked questions; and Download secure test materials for the CAA or California Alternate Performance Assessment. CAASPP Educators will be able to perform tasks in TOMS that include (but are not limited to) the following: Verify their individual contact information; and Access training materials and frequently asked questions TOMS Password, Access, and Logon Guide October 2015

5 In addition, users with access to TOMS will also be able to access other related systems such the following: TOMS TA Interface TA Practice and Training Tests Interim Assessment Viewing System Interim Assessment Hand Scoring System Online Reporting System. Introduction October TOMS Password, Access, and Logon Guide 3

6 Introduction Adding and Managing Users in TOMS Add Users LEA CAASPP coordinators must add SCs 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. CAASPP test site coordinators may add TAs, TEs, Interim Assessment Administrators, and Educators at the test site to TOMS. Each user can be assigned one TOMS account (using the same address as the username), no matter 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 how many different LEAs or test sites he or she is associated with. 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 caltac@ets.org Site Coordinator School B Jane Alder caltac@ets.org Test Administrator School C Jane Alder caltac@ets.org Test Administrator Figure 1. Sample multiple-role assignment Users who require access to TOMS on behalf of multiple LEAs or test sites will have the same username for each assignment. Note that additional roles for a user can only be added using the TOMS user interface, that is, roles cannot be added through the batch upload process. 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 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 superintendent 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 to systems has been granted. Secondary LEA CAASPP coordinators should have submitted a signed CAASPP Test Security Agreement using the online form. It is the responsibility of each CAASPP test site coordinator to have, on file at the school, a CAASPP Test Security Affidavit from each TA, TE, or other staff member to whom access to systems has been granted. Forms are linked on the CAASPP Forms Web page at forms/ TOMS Password, Access, and Logon Guide October 2015

7 Introduction CAASPP test site coordinators should contact their LEA CAASPP coordinators if they have questions about accessing or using TOMS. TAs, TEs, 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 TAs, TEs, 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 Reset a Forgotten Password section on page 8 or request a new temporary password for themselves by following the instructions in the Request a Temporary Password section, also on page 9. 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 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. Gaining Access to TOMS LEA CAASPP coordinators may access TOMS only after the proper designation and security forms have been submitted to 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 caaspp@ets.org that will allow access to TOMS. During times of high volume, log on credentials may take as long as 72 hours to arrive. Note: If necessary, ask your administrator to white list the address caaspp@ets.org to ensure you receive your logon credentials. October TOMS Password, Access, and Logon Guide 5

8 TOMS Access and Logon TOMS Access and Logon Note: Neither primary LEA CAASPP coordinators nor secondary LEA CAASPP coordinators can log on to TOMS until CalTAC has received the signed Superintendent s Designation of LEA CAASPP Coordinator form (from the superintendent or charter school administrator) and the electronically signed CAASPP Test Security Agreement for LEA CAASPP Coordinators and CAASPP Test Site Coordinators from the primary LEA CAASPP coordinator (and the secondary LEA CAASPP coordinator, if needed). All primary LEA CAASPP coordinators will receive an with a new username and password, but only if CalTAC has received the CAASPP designation form signed electronically by the superintendent and the security form signed by the LEA CAASPP coordinator. Secondary LEA CAASPP coordinators will receive their username and password after their primary LEA CAASPP coordinator. Steps to Log On 1. Open an Internet browser. 2. Go to and select the [Test Operations Management System (TOMS)] button, shown in Figure The Logon Web form, shown in Figure 3, appears. 4. By using or accessing this site you agree to the terms and conditions of use. Select the [Terms and Conditions of Use] link to read the full text. 5. Enter your username which is your address in the username field next to the [ Address] person [ and your password in the Password field next to the ] icon [Password] blue lock [ ] icon in the TOMS Logon Web form, and then select the [Secure Login] button. Note that the username and password are case sensitive. If this is the first logon of the year, follow the instructions in the next section, Use Passwords, to use the user account logon name (your address) and temporary password provided in the you received. The temporary password is valid for 30 days. All users should follow the process to request a new temporary password if the one you were sent has expired. This process is described on page 9. Figure 2. TOMS button on caaspp.org Figure 3. TOMS Logon Web form 6. When you log on, you will proceed to the TOMS home page, the Dashboard, shown in Figure 4. The Dashboard default is the News & Announcements tab. This feature will keep you informed of important announcements; LEA CAASPP coordinators can also use this feature to set announcements for the users in your organization. You can return to the Dashboard at any time by selecting the [Dashboard] button near the center of the application window TOMS Password, Access, and Logon Guide October 2015

9 TOMS Access and Logon Figure 4. The TOMS Dashboard Use Passwords Log On for the First Time Using the temporary password to log on causes the system to prompt the user to change the password. Follow the steps to log on; in this instance, however, selecting the [Secure Login] button will send the user to the Reset Password Web form shown in Figure Open an Internet browser. 2. Go to and select the [Test Operations Management System (TOMS)] button, shown in Figure The Logon Web form, shown in Figure 3 on the previous page, appears. 4. Enter the username and password that were sent to you via into the Logon Web form. a. Note: The password you received is temporary; it is valid for 30 days. All users should follow the process described on page 9 to request a new temporary password if the one you were sent has expired. 5. Select the [Secure Login] button. You will be prompted to enter a new password in the Reset Password Web form shown in Figure 5. a. Enter the temporary password in the Temporary Password field next to the [Temporary Password] orange lock [ ] icon. b. Enter a new password in the New Password field next to the [New Password] blue lock [ ] icon. Your password must contain the following characteristics: minimum of 8 characters maximum of 16 characters at least 3 of the following minimum of one uppercase letter minimum of one lowercase letter a b Figure 5. Reset Password Web form c October TOMS Password, Access, and Logon Guide 7

10 TOMS Access and Logon minimum of one number minimum of one special character such as: # $ % ^ & * ( ) - _ = + [ ] { } ; :,. < > /? You will see an error message if your new password does not match the confirmation password or if your password does not meet the password criteria. Try again. c. Re-enter the new password in the Confirm New Password field next to the [Confirm New Password] green lock [ ] icon. d. Select the [Submit] button. 6. Check a box to select a Security Question to answer in the Security Question Web form (shown in Figure 6); enter the answer in the Answer field, and select [Save]. Figure 6. Security Questions Web form 7. You will proceed to the TOMS home page, the Dashboard, which is shown in Figure 4. You can return to the Dashboard at any time by selecting the [Dashboard] button near the center of the application window. Reset a Forgotten Password Any user who has forgotten a password user can request a new temporary password. 1. Open an Internet browser. 2. Go to and select the [Test Operations Management System (TOMS)] button, shown in Figure The Logon Web form, shown in Figure 3, appears. 4. Select the [Forgot Your Password?] link on the Logon Web form shown in Figure 3 if you have forgotten your username or password. 5. Enter your address on the Password Reset Web form shown in Figure 7; select [Next] to have a new, seven-day, temporary password sent to you that you can use to create a new password. Figure 7. Password Reset Web form TOMS Password, Access, and Logon Guide October 2015

11 Request a Temporary Password TOMS Access and Logon Any user whose temporary password expired before he or she had a chance to log on for the first time can request a new one. 1. Open an Internet browser. 2. Go to and select the [Test Operations Management System (TOMS)] button, shown in Figure The Logon Web form, shown in Figure 3, appears. 4. Select the [Request one now.] link that answers the question Do you need a new temporary password? in the First Time User? Section of the Logon Web form if you have forgotten your username or password. 5. Enter your address on the Password Reset Web form shown in Figure When you have successfully answered the security question, you will see a confirmation box to advise you that a new temporary password has been sent to you. October TOMS Password, Access, and Logon Guide 9