LEA ELPAC Reports: Overview

LEA reports can be accessed only by LEA coordinators. LEA reports contain data associated with the user’s LEA.

To access an LEA report, select the [Reports] navigation tab from the top navigation bar, and then select the [LEA Reports] action tab (figure 1).

Figure 1. LEA Report Navigation

LEA ELPAC Reports

The following LEA reports are available for ELPAC users. Select a link for details on a specific report.

• Summative Alternate ELPAC LEA-Level Second Scoring Report
• ELPAC CARS LEA-Level Status Report
• ELPAC LEA User List Report
• ELPAC LEA-Level SSR Availability Report
• ELPAC LEA-Level SSR Distribution Report
• ELPAC LEA-Level Student Test Assignment Report
• ELPAC LEA-Level Student Test Settings Report
• ELPAC Pre-ID Report
• ELPAC STAIRS and Appeals Report
• ELPAC Student Completion Status Report
• ELPAC Student Completion Status Summary Report
• ELPAC Student Score Report PDFs
• ELPAC Total Enrolled Students Report
• ELPAC Unlisted Resources Report
• Initial ELPAC THSS Summary Report
• LEA-Level Student Demographics Report
• Security Forms and Remote Administration Status Report
• Signed Security Forms
• Summative ELPAC and Summative Alternate ELPAC LEA-Level Demographic Snapshot Report
• Summative ELPAC and Summative Alternate ELPAC Student Eligibility Report
• Summative ELPAC and Summative Alternate ELPAC Student Score Data File

Summative Alternate ELPAC LEA-Level Second Scoring Report

The Summative Alternate ELPAC LEA-Level Second Scoring Report should only be used by LEAs and schools that have been assigned second scoring for Summative Alternate ELPAC per the Alternate ELPAC Second Scoring Look Up tool. The Summative Alternate ELPAC LEA-Level Second Scoring Report displays students eligible for second scoring the Alternate ELPAC as well as the status of second scoring entries in the DEI.

ELPAC CARS LEA-Level Status Report

The ELPAC CARS LEA-Level Status Report allows the user to download a list of CARS incidents for the selected administration. The user has the ability to filter the list based on current status of the incidents or to download all CARS incidents for the selected administration.

ELPAC LEA User List Report

The ELPAC LEA User List Report generates a list of all ELPAC users associated with the LEA and contains information about those individuals.

LEA coordinators can download the previous school year report, update it for the current school year, and then upload it into TOMS using the Upload User screen. The current school year file can be modified to change user roles and remove users who are no longer associated with the LEA.

Take the following steps to request this report:

1. From the Available Reports menu, select “ELPAC LEA User List Report.”

2. Once the report is selected, the Organization field is prepopulated on the basis of the user’s role (figure 3). From the Administration Year drop-down list, choose the applicable school year. Select the previous school year to download a file containing a list of users from the past administration.

   

   Figure 3. ELPAC LEA User List Report

ELPAC LEA-Level SSR Availability Report

The ELPAC LEA-Level SSR Availability Report provides a list of students who tested at the selected LEA and have ELPAC SSRs that are available for download.

ELPAC LEA-Level SSR Distribution Report

The ELPAC LEA-Level SSR Distribution Report lists all students registered for ELPAC assessments in the user’s LEA and includes each student’s SSR language preference as well as whether video SSRs were ordered for the student. Refer to Organization Profile—Reporting for details about how reporting options are set for an LEA or a school. Refer to Student Profile—Reporting Overview for details on how to configure an individual student’s reporting options in TOMS.

ELPAC LEA-Level Student Test Assignment Report

The ELPAC LEA-Level Student Test Assignment Report provides LEA ELPAC coordinators with student test assignments for all ELPAC assessments. This report generates a list of test assignments made in TOMS for students in the LEA. After requesting this report, the user will receive a notification email when it is ready for download.

ELPAC LEA-Level Student Test Settings Report

The ELPAC LEA-Level Student Test Settings Report assists LEA ELPAC coordinators in ensuring that appropriate accessibility resources are requested for students who need them. This report generates a list of students within the selected LEA and the embedded and non-embedded resources assigned to them. After requesting this report, the user will receive a notification email when it is ready for download.

ELPAC Pre-ID Report

The ELPAC Pre-ID Report displays the student data used for generating Pre-ID labels for the LEA. Pre-ID labels are generated and printed by ETS.

Take the following steps to request this report:

1. From the Available Reports menu, select “ELPAC Pre-ID Report.”

2. Once the report is selected, additional fields will appear that allow the user to enter information for this report (figure 4). The Organization field is prepopulated on the basis of the user’s role.

   

   Figure 4. LEA Reports—ELPAC LEA Pre-ID Report

3. From the Testing Program list, choose the applicable testing program. The choices are “Initial ELPAC” and “Summative ELPAC.”
4. Select the [Download Report] button to generate a new report.
5. Open the Excel file to access the student data used for generating pre-ID labels for the LEA.

ELPAC STAIRS and Appeals Report

The ELPAC STAIRS and Appeals Report provides details of ELPAC STAIRS/Appeals cases and their status at the LEA level. It contains information about STAIRS cases, such as the school name and CDS code, the details of the test associated with the incident, the STAIRS case number, the STAIRS status, the date of the incident, the date the incident was submitted, and the Appeal number, type, and status.

ELPAC Student Completion Status Report

The ELPAC Student Completion Status Report contains the testing status of all students enrolled in the LEA during the state testing window by school. It provides information about the students in the LEA, such as name, SSID, and grade. It also provides information about the status of the test administration for each student—whether the student is registered for the test, whether the student has started or completed the test, and whether a domain exemption or alternate assessment has been assigned to the student for a given test.

ELPAC Student Completion Status Summary Report

The ELPAC Student Completion Status Summary Report provides aggregate information about students’ testing status at the LEA as well as individual schools within the LEA. This information includes the total number of students eligible for each test and the total number of students who started and completed each test. This report also provides information about domain exemptions and alternate assessment assignments. LEA coordinators can use this report to monitor completion rates at the LEA and school levels.

ELPAC Student Score Report PDFs

The ELPAC Student Score Report allows the user to download either individual SSRs for up to 10 students or a file that contains the SSRs for a grade level, multiple grade levels at a school, or multiple schools, in a specific LEA.

The bulk download contains SSRs only for the students who are currently enrolled in the specified LEA.

The multiple SSRs download can be used to obtain the SSRs of up to 10 students who are currently enrolled in the LEA.

Take the following steps to request the bulk download:

1. From the Available Reports menu, select “ ELPAC Student Score Report PDFs” (figure 5).

   

   Figure 5. ELPAC Student Score Report PDFs

2. From the Testing Program field, select the testing program associated with the SSRs.
3. The Organization field is prepopulated on the basis of the user’s role.
4. From the drop-down School List, select the school associated with the SSRs. To select more than one school, hold the [Ctrl] key while selecting individual schools. Select “All Schools” if desired. This is a required field.

5. In the Name Your Report field, enter the name for this report.

6. Select the grade associated with the SSRs. To select more than one grade, hold the [Ctrl] key while selecting individual grades. To select all grades, from the drop-down Grade list, select “All.” This is a required field.
7. From the [Start Date] and [End Date] calendar [] icons, select a start date and an end date. These are required fields.
8. Select the score reporting language associated with the SSRs. To select more than one score reporting language, hold the [Ctrl] key while selecting individual score reporting languages. To select all score reporting languages, select All from the drop-down Assessments list. This is a required field.
9. Select the [Yes] button to merge the SSR PDF files into one or more files. The limit for the number of SSR PDFs per merged file is 10,000.
10. Select the [Request Report] button to generate a new report. A message box will appear, informing the user that the request was successful. Select the [Close] button to close the message box.
11. When the report is ready, the user receives an email from ca-‍assessments@ets.org containing a link to retrieve the report. The link to the report expires after 24 hours.
12. Select the [ELPAC Student Score Report PDFs] link from the notification email. The SSRs are downloaded into a.zip file.
    • If using the Microsoft Edge browser, a message asks the user what to do with the.zip file.
    • If using the Google Chrome browser, the.zip file automatically downloads.
13. Save the.zip file locally, and then open it to access all the SSRs.

Take the following steps to request up to 10 SSR PDFs:

1. To download up to 10 SSRs, scroll down in the “ELPAC Student Score Report PDFs” section to the “Download PDF(s) by Requested SSID(s)” section, toward the bottom (figure 6).

2. Open the file to access the SSR for that student.

   

   Figure 6. Download PDFs by Requested SSIDs

ELPAC Total Enrolled Students Report

The ELPAC Total Enrolled Students Report provides the total number of students in the LEA, broken down by school and grade level. LEAs also can use this report to verify the number of students listed in TOMS in each grade. This report provides the number of students enrolled in that LEA and its schools as of the day the user requests the report.

ELPAC Unlisted Resources Report

The ELPAC Unlisted Resources Report allows LEA ELPAC coordinators to monitor the status of the CDE’s review of the requested unlisted resources and to make sure resources are requested for the students who need them. This report generates a list of all students in the LEA with unlisted resources.

Initial ELPAC THSS Summary Report

The Initial ELPAC THSS Summary Report tracks each of the responses that are pending scoring for the selected LEA or school. The report identifies which student the response belongs to, the assigned scorer, the scoring status of the response, and the number of days past the student’s enrollment effective date. Responses that have been scored (“Mark Complete”) are not included in this report.

LEA-Level Student Demographics Report

The LEA-Level Student Demographics Report allows LEAs to verify that CALPADS is sending correct information to TOMS. This report (figure 7) includes a unique demographic record for each student who is enrolled in the user’s LEA as saved in CALPADS.

Figure 7. LEA-Level Student Demographics Report

Take the following steps to request this report:

1. From the Available Reports menu, select “LEA-Level Student Demographics Report.”
2. Once the report is selected, the Organization field is prepopulated on the basis of the user’s role.
3. Select the school(s) for which this report is being generated. This is a required field.
   • To select more than one school, hold down the [Ctrl] key while selecting the individual schools.
   • Select “All Schools” if this report should include all schools within the organization.
4. The following actions are optional:
   • Select a status from the English Language Acquisition Status drop-down list.
   • Select one or more optional columns from the Select Optional Columns drop-down list.
5. Select the [Request New Report] button. When the report is ready for download, the user receives an email from ca-‍assessments@ets.org. The email directs the user to the Requested Reports screen, under the [Reports] tab, to download the report.
6. Select the [Download] button corresponding to the LEA-Level Student Demographic Report.
7. Open the Excel file to access the LEA-level student demographic information.

Security Forms and Remote Administration Status Report

The Security Forms and Remote Administration Status Report generates a list of the Test Security Agreements and Test Security Affidavits that have been signed by the users in the LEA and the date that they were signed. This list allows LEA coordinators to ensure that all appropriate staff have completed security information prior to testing. The User Remote Administration Enabled? field indicates "Yes" when the remote test administration is enabled for a user. After requesting this report, the user will receive a notification email when it is ready for download.

Take the following steps to request this report:

1. From the Available Reports menu, select “Security Forms and Remote Administration Status Report.”
2. Once the report is selected, the Organization field is prepopulated on the basis of the user’s role.
3. Select the [Request New Report] button to generate a new report. The Requested Reports screen is displayed.
4. After receiving a notification email that the report is ready, return to TOMS. Select the [Reports] navigation tab from the top navigation bar, and then select the [Requested Reports] action tab. Select the [Download] button corresponding to the LEA coordinator’s Security Forms and Remote Administration Status Report.
5. Open the Excel file to access a list of users and the status of all security forms.

Signed Security Forms Report

The Signed Security Forms Report provides a copy of every user-signed test security agreement and test security affidavit for those within an LEA who have access to TOMS. After requesting this report, the user will receive a notification email when it is ready for download.

Take the following steps to request this report:

1. From the Available Reports menu, select “Signed Security Forms.”
2. Once the report is selected, the Organization field is prepopulated on the basis of the user’s roles (figure 2).
3. Select the [Request New Report] button to generate a new report.
4. When the report is ready for download, the user receives an email from ca-‍assessments@ets.org containing a link to retrieve the report. The link, which expires after 24 hours, is the only method of retrieval for this report.
5. Select the [Signed Security Forms] link from the notification email.
   • If using the Microsoft Edge browser, a message asks the user what to do with the.zip file.
   • If using the Google Chrome browser, the.zip file automatically downloads.

6. If desired, save the.zip file locally, and then open it to access all the signed security forms.

   

   Figure 2. Signed Security Forms

Summative ELPAC and Summative Alternate ELPAC LEA-Level Demographic Snapshot Report

The Summative ELPAC and Summative Alternate ELPAC LEA-Level Demographic Snapshot Report includes a unique demographic record for each student enrolled in the selected LEA regardless of where the student tested. The snapshot is captured on May 31 of the current test administration year.

Summative ELPAC and Summative Alternate ELPAC Student Eligibility Report

The Summative ELPAC and Summative Alternate ELPAC Student Eligibility Report is available to download throughout the test administration and contains only students eligible to take the Summative ELPAC or the Summative Alternate ELPAC within the selected LEA. The Organization field is prepopulated, based on the user’s logon. Run this report for a list of all students within the LEA who are eligible to take the Summative ELPAC.

Summative ELPAC and Summative Alternate ELPAC Student Score Data File

The Summative ELPAC and Summative Alternate ELPAC Student Score Data File provides the LEA’s student score results and demographic information for all students testing during a particular test administration. LEA coordinators can use this report to upload the student results to their student information system.

The file report is downloaded into a.zip file with.csv and.dat format versions. It is available to download by administrative year and report type (by enrolled LEA or by tested LEA). Links to PDFs of student data file layouts for the current and previous years are also available on this screen. After requesting this report, the user will receive a notification email when it is ready for download.

Take the following steps to generate this report:

1. From the Available Reports list, select Summative ELPAC and Summative Alternate ELPAC Student Score Data File.

2. Once the report is selected, the Organization field will be prepopulated on the basis of the user’s role (figure 8) and a message will be displayed: “Important: An email notification will be sent when the report requested after selecting [Request New Report] is ready for download.”

   

   Figure 8. Summative ELPAC and Summative Alternate ELPAC Student Score Data File

3. From the Administration Year drop-down list, choose the applicable school year. Note that Administration Year is a required field. When the administration year is chosen, additional fields will be displayed (figure 9). These are required fields.

4. The Report Type is a required field. From the Report Type drop-down list, select the report type; the choices are “By Enrolled LEA” and “By Tested LEA.”

5. From the [Start Date] and [End Date] calendar [] icons, select a start date and an end date so that only scores for students who are in the selected school(s) and grade level(s) during the specified date range are included in the report. These are required fields.

Figure 9. Summative ELPAC and Summative Alternate ELPAC Student Score Data File