adding and managing users in toms

CAASPP System

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Table of Contents Introduction ..................................................................................................................................... 1

What’s New in 2015–16 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 .......................................................................................................... 11

Reactivating a User..................................................................................................................... 12

Resetting a Password ................................................................................................................... 13

Appendix A: User File Specifications for Batch Upload ............................................................ 14

Change Log ................................................................................................................................... 17

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

CAASPP California Assessment of Student Performance and Progress

CalTAC California Technical Assistance Center

CSD California School Directory

LEA local educational agency

ORS Online Reporting System

TOMS Test Operations Management System

Introduction

Updated April 12, 2016 2015–16 TOMS Adding and Managing Users Guide 1 Copyright © 2015 by the California Department of Education

Introduction

What’s New in 2015–16 for the Test Operations Management System (TOMS) Adding and Managing Users

Feature Change

Username A TOMS username is the user’s e-mail address.

New user roles User roles have expanded; see Table 1 on page 6 of this manual or the User Roles in TOMS Web page at http://www.caaspp.org/administration/toms/toms-users.html for a complete list of California Assessment of Student Performance and Progress (CAASPP) user roles.

Secondary local educational agency (LEA) CAASPP coordinator role

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.

Batch upload Upload a .csv file of your users directly in TOMS.

Reset passwords 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 e-mail addresses;

http://www.caaspp.org/administration/toms/toms-users.html

http://www.caaspp.org/administration/toms/toms-users.html

Introduction

2 2015–16 TOMS Adding and Managing Users Guide Updated April 12, 2016 Copyright © 2015 by the California Department of Education

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.

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 e-mail username for each assignment.

Figure 1 shows an example of a hierarchy in which one user has roles at multiple locations.

Figure 1. Sample multiple-role assignment

Users who require access to TOMS on behalf of multiple LEAs or test sites can have one e-mail 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.

District A

Juan Morales

LEA CAASPP Coordinator

School A

Jane Alder

[email protected]

Site Coordinator

School B

Jane Alder

[email protected]

Test Administrator

School C

Jane Alder

[email protected]

Test Administrator

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

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 http://www.caaspp.org/administration/forms/.

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 1024.

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.

http://www.caaspp.org/administration/forms/

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 2015–16 School Year”; and

the “2015–16 CAASPP Test Security Agreement for LEA CAASPP Coordinators and CAASPP Test Site Coordinators.”

These electronic forms are linked on the Web page at http://www.caaspp.org/administration/forms/.

After these forms are submitted, the LEA CAASPP coordinator will receive an e-mail to verify his or her username (which is the user’s e-mail address) and temporary password from [email protected] 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 e-mail administrator to white list the e-mail address [email protected] to ensure you receive your logon credentials.

mailto:[email protected]


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 http://www.caaspp.org/ 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

http://www.caaspp.org/



4. Select the [Add] button.

5. Enter the following information for the user being added:

first name

last name

e-mail address

phone number

fax number (optional)

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.

Table 1. User Roles in TOMS

Role Description Also Set by

Test Site Coord.

Test Site Coordinator 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.

Test Administrator 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.

Test Examiner 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.

Note: When you are adding

users to TOMS using the one-

by one-method, please allow up

to two hours for the system to

process the request and grant

access to the added user.



Role Description Also Set by

Test Site Coord.

Test Administrator & Test Examiner

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.

IA Administrator Only 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.)

Educator – District Allows read-only access to assessment results in the ORS for the entire LEA. This role is assigned by the LEA CAASPP coordinator.

Educator – Test Site Allows read-only access to assessment results in the ORS for the entire school.

Educator – Roster 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.

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 2014–15 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.



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 2014–15 version of TOMS as an attachment in an e-mail 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 800-955-2954 or by e-mail at [email protected] to request one to make edits to the list of past users.) These users, while included in the 2015–16 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 http://www.caaspp.org/administration/toms/ 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



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 3.


http://www.caaspp.org/administration/toms/




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 e-mail 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).



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.



Viewing and Editing 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.



Figure 6. Edit Demographic User Information Web form

4. You can take the following actions on the Demographic Information Web form:

Action Select….

Edit the Demographic Information [Save]

Deactivate a user [Deactivate]

Reset a user’s password [Reset Password]

Add a user (follow the instructions in the “Adding Users One by One” section on page 5) [Add Role]

Remove a role from a user’s profile [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).

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:



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 e-mail with the new password.

A temporary password expires after 30 days.


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.

Numbers and special characters are allowed.

There must be a minimum of two characters.

C CDS Code CDS Code of the School/Program the user is associated with

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.



Col. Field Name Description Max. Req.? Acceptable Value

D Email Address User’s e-mail address 64 Yes Must use alphanumeric characters.

Must be in a valid e-mail format (i.e., [email protected]).

The following characters are accepted before the @ 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 the @ 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 e-mail 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: 8009552954.

– Area code must have three numeric characters

– Prefix must have three numeric characters

– Suffix must have four numeric characters

– Does not include hyphen




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

Change Log

Updated April 12, 2016 2015–16 CAASPP System Requirements Manual 17 Customization Copyright © 2015 by the California Department of Education

Change Log Change Section Date

Updated the user role definitions with changes made since this manual was published.

Table 1. User Roles in TOMS, page 6

April 12, 2016

adding and managing users in toms

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