User Roles

Overview of TOMS User Roles

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:

LEA staff who do not need access to California assessment–related systems can have access to the Tools for Teachers website, 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 address can also access the System Links menu on the CAASPP & ELPAC Website to use the [Tools for Teachers] link to self-register.

CAASPP

The table that follows (table 1) contains details on the user roles available for users who manage and administer CAASPP.

Table 1. TOMS User Roles for CAASPP
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: Assignment and designation of LEA coordinator(s) Removing the permission(s) from LEA coordinator(s) Designate one LEA coordinator as the "primary" LEA coordinator. Only the superintendent and the primary LEA coordinator can assign the LEA coordinator role to other users. If the superintendent does not designate a primary LEA coordinator, the first user assigned the LEA coordinator role will be automatically designated as the primary LEA coordinator. If there is no LEA CAASPP coordinator assigned, then the superintendent is assigned the role of LEA CAASPP Coordinator by default until another user is assigned the role specifically. Add the special education coordinator and technology coordinator contacts, if needed. Access to Completion Status reports in TOMS Access to assessment results in CERS for all students in the LEA Ability to designate user roles for the current and upcoming school year
LEA CAASPP Coordinator (Primary)	There are two types of LEA CAASPP coordinators: primary and additional. The primary coordinator has to be designated by the superintendent. If the superintendent does not assign the Primary LEA CAASPP Coordinator, then the first user designated as an LEA CAASPP coordinator is designated as the primary by default. If there is no LEA CAASPP coordinator assigned, then the superintendent is assigned the role of LEA CAASPP Coordinator by default until another user is assigned the role specifically. Both the primary and additional coordinators have the following system responsibilities and abilities. Assignment and management—including creating, updating, deactivating, and deleting—of additional LEA CAASPP coordinators Assignment and management of all CAASPP user roles Addition of the special education coordinator and technology coordinator contacts Assignment and verification of test administration windows Entry and uploading of the following: Student test assignments Test settings Unlisted resources Condition codes SSR options Submission of STAIRS incidents Management of the THSS, which includes the ability to view interim assessment constructed responses for all students within the LEA, score responses for which the LEA CAASPP coordinator has been assigned, and reassign responses to any scorer or score manager within the LEA Access to the Interim Assessment Viewing System Access to Completion Status reports in TOMS as well as all other LEA-level reports Access to LEA-level reports in the Completion Status System Access to assessment results in CERS for all students in the LEA Creation of student groups in CERS Ability to administer all summative, interim, practice, and training tests
LEA CAASPP Coordinator (Additional)	There are two types of LEA CAASPP coordinators: primary and additional. If the superintendent does not assign the Primary LEA CAASPP Coordinator, then the first user designated as an LEA coordinator is designated as the primary by default. Once activated, the primary coordinator can add other LEA-level CAASPP coordinators. Superintendents still have the ability to add additional LEA CAASPP coordinators as well. Both the primary and additional coordinators have the following system responsibilities and abilities. Assignment and management of all CAASPP user roles Addition of the special education coordinator and technology coordinator contacts Assignment and verification of test administration windows Entry and uploading of the following: Student test assignments Test settings Unlisted resources Condition codes SSR options Submission of STAIRS incidents Management of the THSS, which includes the ability to view interim assessment constructed responses for all students within the LEA, score responses for which the LEA CAASPP coordinator has been assigned, and reassign responses to any scorer or score manager within the LEA Access to the Interim Assessment Viewing System Access to Completion Status reports in TOMS as well as all other LEA-level reports Access to LEA-level reports in the Completion Status System Access to assessment results in CERS for all students in the LEA Creation of student groups in CERS Ability to administer all summative, interim, practice, and training tests
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: Identification and training of all relevant site staff Assignment of users at the site level Coordination of test security Entry of the following: Student test assignments Unlisted resources Entry and uploading of the following: Test settings Condition codes Submission of STAIRS incidents Management of the THSS, which includes the ability to view interim assessment constructed responses for all students at the site, score responses for which they have been assigned, and reassign responses to any scorer or score manager within the LEA Access to the Interim Assessment Viewing System Access to Completion Status reports in TOMS along with all site-level reports Access to site-level reports in the Completion Status System Access to summative assessment results in CERS Access to interim assessment results in CERS for all students at the site Creation of student groups in CERS and assignment of rosters and student groups to site users Ability to administer all summative, interim, practice, and training tests at the site
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: Administration of standard summative, interim, practice, and training tests to students (Administration within a general test session can include students at multiple test sites so long as the test administrator is assigned the role at that test site.) Verification of student test settings in the Test Administrator Interface Test session security Access to the THSS, which includes the ability to view interim assessment constructed responses for all students at the site and score responses for which the test administrator has been assigned Access to the Interim Assessment Viewing System Access to School Level Student Test Assignment and School Level Student Test Settings reports in TOMS Access to summative and interim assessment results in CERS for the students in the student group(s) assigned to them by a coordinator Ability to second-score the CAA for ELA, if needed
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: Administration of both the general and the alternate summative assessments and interim, practice, and training tests to students (Administration within a general test session can include students at multiple test sites so long as the test examiner is assigned the role at that test site. Because alternate assessments are administered one-on-one, a test session would always include just one student.) Verification of student test settings in the Test Administrator Interface Test session security Access to the THSS, which includes the ability to view interim assessment constructed responses for all students at the site and score responses for which the test examiner been assigned Access to the Interim Assessment Viewing System Access to School Level Student Test Assignment and Student Test Settings reports in TOMS Access to summative and interim assessment results in CERS for the students in the student group(s) assigned to them by a coordinator
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: Administration only of the interim assessments to students Access to the THSS, which includes the ability to view interim assessment constructed responses for all students at the site and score responses for which the IA administrator has been assigned Access to the Interim Assessment Viewing System Access to the Interim Assessment Completion Status System for interim assessment reporting Access to interim assessment results available through CERS for the students in the student group(s) assigned to them by a coordinator
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: Access to assessment results in CERS for the entire LEA
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: Access to assessment results in CERS for the entire school
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: Access to assessment results in CERS for the students in the roster group assigned to them by a coordinator
Tools for Teachers Only	Tools for Teachers access is provided to all coordinator, test administrator, and test examiner roles. A user with any of these roles does not require the addition of the Tools for Teachers Only role. 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: Access to Tools for Teachers only

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. These options allow for assigning 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.

Table 2. Assessment Systems Permissions Associated with Each CAASPP TOMS Role
Systems Permissions	LEA Coordinator	Site Coordinator	Test Administrator	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 window	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	Entire LEA	Site level	No	No
CERS	Entire LEA	Site level	Roster; site level	Roster; site level
Interim Assessment Viewing System	Yes	Yes	Yes	Yes
Teacher Hand Scoring System	Yes	Yes	Yes	Yes
Administer CAASPP practice and training tests	Yes	Yes	Yes	Yes
Tools for Teachers	Yes	Yes	Yes	Yes

Table 3. Assessment Systems Permissions Associated with Each CAASPP TOMS Role (cont.)
Systems Permissions	IA Administrator Only	Educator -District	Educator - Test Site	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 window	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	Site level	Entire LEA	Site level	Site level
Interim Assessment Viewing System	Yes	No	No	No
Teacher 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
Tools for Teachers	Yes	No	No	No

ELPAC

The table that follows (table 4) contains details on the user roles available for users who manage and administer ELPAC.

Table 4. TOMS User Roles for ELPAC
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 (CSD). This role has the following system responsibilities and permissions: Assignment and designation of LEA coordinator(s) Removing the permission(s) from LEA coordinator(s) Designate one LEA coordinator as the “primary” LEA coordinator. Only the superintendent and the primary LEA coordinator can assign the LEA coordinator role to other users. If the superintendent does not designate a primary LEA coordinator, the first user assigned the LEA coordinator role will be automatically designated as the primary LEA coordinator. If there is no LEA ELPAC coordinator assigned, then the superintendent is assigned the role of LEA ELPAC Coordinator by default until another user is assigned the role specifically. Add the special education coordinator and technology coordinator contacts, if needed. Access to Completion Status reports in TOMS Access to assessment results in CERS for all students in the LEA Ability to designate user roles for the current and upcoming school year
LEA ELPAC Coordinator (Primary)	There are two types of LEA ELPAC coordinators: primary and additional. The primary coordinator has to be designated by the superintendent. If the superintendent does not assign the Primary LEA ELPAC Coordinator, then the first user designated as an LEA ELPAC coordinator is designated as the primary by default. If there is no LEA ELPAC coordinator assigned, then the superintendent is assigned the role of LEA ELPAC Coordinator by default until another user is assigned the role specifically. Both the primary and additional coordinators have the following system responsibilities and abilities. Assignment and management—including creating, updating, deactivating, and deleting—of additional LEA ELPAC coordinators Assignment and management of all ELPAC user roles Assignment and verification of student test exemptions Addition of the special education coordinator and technology coordinator contacts Identification of students taking the alternate assessments Uploading of test settings and unlisted resources Management of paper test orders Submission of STAIRS incidents Access to assessment audio files Entry of scores into the THSS Entry of student responses and scores into the DEI Access to individual Initial ELPAC SSRs Access to Completion Status reports in TOMS and assessment results in CERS for all students in the LEA Creation and assignment of student groups in CERS Ability to administer all ELPAC assessments (including the audio files) to students Ability to administer all Alternate ELPAC assessments (including the audio files) to students Ability to administer all interim assessments
LEA ELPAC Coordinator (Additional)	There are two types of LEA ELPAC coordinators: primary and additional. If the superintendent does not assign the Primary LEA ELPAC Coordinator, then the first user designated as an LEA coordinator is designated as the primary by default. Once activated, the primary coordinator can add other LEA-level ELPAC coordinators. Superintendents still have the ability to add additional LEA ELPAC coordinators as well. Both the primary and additional coordinators have the following system responsibilities and abilities. Assignment and management of all ELPAC user roles Assignment and verification of student test exemptions Addition of the special education coordinator and technology coordinator contacts Identification of students taking the alternate assessments Uploading of test settings and unlisted resources Management of paper test orders Submission of STAIRS incidents Access to assessment audio files Entry of scores into the THSS Entry of student responses and scores into the DEI Access to individual Initial ELPAC SSRs Access to Completion Status reports in TOMS and assessment results in CERS for all students in the LEA Creation and assignment of student groups in CERS Ability to administer all ELPAC assessments (including the audio files) to students Ability to administer all Alternate ELPAC assessments (including the audio files) to students Ability to administer all interim assessments
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: Identification and training of all relevant site staff Assignment of users at the site level Coordination of test security Entry of the following: Student test assignments Unlisted resources Entry and uploading of the following: Test settings Condition codes Access to assessment audio files Submission of STAIRS incidents Access to site-level reports for all students at the school site Access to Completion Status reports in TOMS and assessment results in CERS for all students at the site Creation and assignment of student groups in CERS Ability to administer all ELPAC assessments (including the audio files) to students Ability to administer all Alternate ELPAC assessments (including the audio files) to students Ability to administer all interim assessments Entry of scores into the THSS Entry of student responses and scores into the DEI Printing of individual Initial ELPAC SSRs
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: Administration of the Initial ELPAC, Initial Alternate ELPAC, Summative ELPAC, Summative Alternate ELPAC, and ELPAC Interim Assessments (including the audio files) to students (Administration within a general test session can include students at multiple test sites so long as the test examiner is assigned the role at that test site. Because K–2, the Speaking domain, and alternate assessments are administered one-on-one, a test session would always include just one student.) Test session security Entry of data and scores into the THSS Ability to administer the Smarter Balanced Interim Assessments for ELA and mathematics Access to site-level reports in the Completion Status System Access to assessment results in CERS for students in assigned student group(s) Entry of student responses and scores into the DEI
IA Administrator Only	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: Administration only of the interim assessments to students Access to the THSS, which includes the ability to view interim assessment constructed responses for all students at the site and score responses for which the IA administrator has been assigned Access to the Interim Assessment Viewing System Access to the Interim Assessment Completion Status System for interim assessment reporting Access to interim assessment results available through CERS for the students in the student group(s) assigned to them by a coordinator
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: Entry of data and scores into the THSS Printing of Initial ELPAC SSRs, individually or in a batch Exporting of student results to merge into a parent/guardian notification letter Access to assessment results in CERS for students in the LEA Entry of student responses and scores into the DEI
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: Entry of data and scores into the THSS Printing of individual Initial ELPAC SSRs Access to assessment results in CERS for students in assigned student group(s) Entry of student responses and scores into the DEI
Tools for Teachers Only	Tools for Teachers access is provided to all coordinator, test administrator, and test examiner roles. A user with any of these roles does not require the addition of the Tools for Teachers Only role. 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: Access to Tools for Teachers only

The tables that follow (table 5 and table 6) display the features that can be accessed in TOMS for ELPAC on the basis of the user’s role. These options allow for assigning 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.

Table 5. Assessment Systems Permissions Associated with Each ELPAC TOMS Role
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 window	View only	View only; site level	View only; site level
STAIRS	Submit	Submit	No
Orders	Yes	No	No
Audio	Yes	Yes	Yes
SIS credentials	Yes	No	No
Reports	Yes	Site level	Some site level
Teacher Hand Scoring System	Yes	Yes	Yes
Test Administrator Interface	All ELPAC	All ELPAC	All ELPAC
Completion Status	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

Table 6. Assessment Systems Permissions Associated with Each ELPAC TOMS Role (cont.)
System Permissions	IA Administrator Only	LS Correspondence Administrator	LS Data Entry
Organization management	View only; site level	View only	View only; site level
User management	No	View only; site level	View only; site level
Student test management	View only; site level	View only; site level	View only; site level
Test administration window	View only; site level	No	No
STAIRS	No	No	No
Orders	No	No	No
Audio	No	No	No
SIS credentials	No	No	No
Reports	Site level	Yes	Site-level reports
Teacher Hand Scoring System	Interim assessments	Score Manager; LEA level	Scorer; site level only
Test Administrator Interface	No	Yes	No
Completion Status	Site level	No	No
DEI	Yes	Yes	Yes
CERS	Roster; site level	Roster; LEA level	Roster; site level
Practice and training tests	Yes	No	No

Map of TOMS User Roles to CERS Permissions

The type of access users have in CERS is determined on the basis of their assigned role in TOMS. Refer to the User Roles and Permissions subsection of the CERS User Guide for descriptions of how TOMS user roles map to CERS.

LEAs should take care when assigning “site-based” roles (that is, 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 is made available only to the appropriate users.

TOMS Functions

User functions depend on their roles in TOMS.

Coordinators

The following tasks can be performed by coordinators in TOMS, depending on the user’s role:

Preadministration 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
- Indicate which students are taking the Initial Alternate ELPAC and Summative Alternate ELPAC
- 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 (TOMS)
- Download secure ELPAC materials and resources, such as the Initial ELPAC DFAs, Summative ELPAC DFAs. and PFA documents
- Score Initial ELPAC results in the THSS for the Writing domain (grades three through twelve)
- Enter scores in the DEI for the Initial ELPAC Writing domain (K–2) and Speaking domain (all grade levels and grade spans)
- Enter score in the DEI for the Summative ELPAC Speaking 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 TDS
Postadministration functions
- View Completion Status reports
- Access the LEA’s test results and SSRs

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 (grades three through twelve)
- Enter scores into the DEI for the Initial ELPAC Writing domain (K–2) and Speaking domain (all grade levels and grade spans)
- Enter scores into the DEI for second scoring of the Summative ELPAC Speaking domain, second scoring of the CAA for ELA, or both, if the school is assigned to second-score
Postadministration functions
- View Completion Status reports

Superintendent Role

Superintendents are the first role to be assigned in TOMS for both CAASPP and ELPAC. The superintendent is responsible for completing the Superintendent Designation in TOMS. Once the superintendent role has been established, the primary LEA CAASPP coordinator and the primary LEA ELPAC coordinator can be assigned. Primary coordinators are responsible for designating LEA-level coordinators and receiving any ordered materials, in addition to the other responsibilities outlined in the User Roles chapter.

To complete the Superintendent Designation, the superintendent must complete both the Test Security Agreement and the Test Security Affidavit.

The primary LEA ELPAC coordinator must be assigned no later than April 1. The primary LEA CAASPP coordinator must be assigned by July 1. If there is no LEA coordinator assigned for a testing program, then the superintendent is assigned the role of LEA [CAASPP or ELPAC] Coordinator by default until another user is assigned the role specifically.

For support in designating the superintendent, contact CalTAC by phone at 800-955-2954 or the Success Agent assigned to the LEA.

Missing primary coordinator designation message on the MyTOMS Home screen.

Figure 1. Missing primary coordinator designation message

The superintendent’s 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, Edit, or Delete Contact.