Preparing to Transition to the 2024–25 Test Administration Year

Email Update, May 20, 2024

Dear LEA CAASPP Coordinator or LEA ELPAC Coordinator:

As the upcoming CAASPP and ELPAC system downtime approaches—Friday, June 28, 2024, at 5 p.m. to Wednesday, July 3, at 8 a.m.—there are a few steps LEAs should take to prepare for the transition to the 2024–25 school year. Detailed steps for CAASPP and ELPAC user transition within TOMS and other important steps to take with data files, SSRs and reports can be found below. Please note, a second communication will be sent regarding the August scheduled system downtime will have information for the transition of the interim assessments into the 2024–25 school year and the clearing of responses in the Teacher Hand Scoring System (THSS). Refer to the System Downtime Schedule web page for impacted systems.

For CAASPP, the TOMS user role transition date is earlier than in prior years. Refer to the 2024–25 TOMS User Role Transition and Interim Assessments Updates communication sent on May 9, 2024, for more information about the transition for interim assessments.

Please take special notice of the reports, systems, and other data in the Test Operations Management System (TOMS) that your LEA will need in preparation for the downtime:

Before the Downtime

LEA coordinators should take the following steps before the June 28 downtime:

1. Ensure that the superintendent has designated a primary LEA CAASPP coordinator and a primary LEA ELPAC coordinator for 2024–25 who can add users to TOMS.
2. Add users to TOMS as needed, ensuring that site coordinators, test administrators, and test examiners have the necessary access to administer tests early in the administration, such as the Initial ELPAC or interim assessments. Refer to the Add Users via Bulk Upload section in the TOMS User Guide for the instructions on uploading users.
   • Users will be able to log on before the downtime starts on June 28 and complete the necessary security forms.
   • Please note: Users who will continue to administer the 2023–24 interim assessments will require a new role for 2024–25 in TOMS.
3. Take these actions for the Initial ELPAC:
   • LEA ELPAC coordinators should coordinate with CALPADS staff to create SSIDs for new students who are eligible to be administered the Initial ELPAC or Initial Alternate ELPAC based on the results of the home language survey.
   • Test examiners may access updated Directions for Administration (DFAs) to ensure they are prepared to administer the Initial ELPAC or Initial Alternate ELPAC as early as July 3, 2024.
4. Download the 2021–22 Student Score Data File for the LEA's records by selecting the [Reports] tab on the top navigation bar and then selecting CAASPP Student Score Data File or Summative ELPAC and Summative Alternate ELPAC Student Score Data File. These files will be removed during the downtime.
5. Download the 2021–22 Student Score Reports for the LEA's records by selecting the [Reports] tab on the top navigation bar and then selecting CAASPP Student Score Report PDFs or ELPAC Student Score Report PDFs. These files will be removed during the downtime.
6. Users will lose access to some 2023–24 data in TOMS after the downtime. Download any other reports that may be useful for the LEA's records, including the following:
   • CAASPP or ELPAC LEA-Level SSR Availability Report
   • CAASPP or ELPAC LEA-Level SSR Distribution Report
   • CAASPP or ELPAC Student Completion Status Report
   • CAASPP or ELPAC Student Completion Status Summary Report
   • CAASPP CARS LEA-Level Status Report
   • Security Forms and Remote Administration Status Report
7. Closed LEAs will not have access to TOMS. If the LEA is closing, download all available years of data, and securely provide the files to the appropriate agency that will need access to the student data in the future.
8. Charter schools should take these actions:
   • Direct funded charter schools that are closing should provide this information, including historical Student Score Reports (SSRs), to their authorizer.
   • If the LEA is a charter school that is changing funding status or authorizing LEA, download all necessary reports from all available years, as access to previous records will be removed after changing county/district/school codes during the downtime.

After Systems Resume

Coordinators should take the following steps after systems resume on July 3:

• Download 2023–24 TOMS users and update add, modify, or delete users as needed for the 2024–25 school year. Coordinators can then upload the updated file to TOMS.
  • The primary LEA CAASPP coordinator or primary LEA ELPAC coordinator will be able to add additional LEA coordinators on behalf of the superintendent.
• Remind TOMS users that they will need to log on to TOMS to complete the security affidavit, security agreement, or both for the 2024–25 test administration.
  • Users whose only role is "IA Administrator" will not be prompted to complete the security affidavit.

Questions about the transition to the new administration year should be directed to your assigned LEA Success Agent. Visit the California Outreach web page for other support options.