Adding Users to the Test Operations Management System (TOMS) via Batch Upload

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 ways LEA CAASPP coordinators and CAASPP test site coordinators can add users to TOMS via batch upload: You can either download the file of the previous year’s users from TOMS or download a template and then manually enter users.

Complete the process by uploading the .csv file into TOMS. After you have uploaded your users file, TOMS will display its status, including a list of errors, if any.

Edit the File of Past Users

Once you download the file of the past year’s users, you can manually add and delete users from it and then upload the updated file into TOMS. These users are considered inactive until you activate them via batch upload or using the one-by-one method.

The following is the list of columns in the .csv file. Note that specifications for this file can be found in the [User Upload File Specifications] tab of the blank template, and that user roles are defined in the CAASPP User Roles in TOMS Web page.

  • First name
  • Last name
  • CDS code
  • E-mail address
  • Telephone number
  • Role in organization; the acceptable values must be matched exactly or the record will generate an error:
    • Test Site Coordinator
    • Test Administrator
    • Test Examiner
    • Test Administrator & Test Examiner
    • IA Administrator Only
    • Educator - District
    • Educator – Test Site
    • Educator – Roster

While a .csv file is best updated using Notepad or another plain-text editor, you can update it in Microsoft Excel provided you:

  1. either copy the contents of the downloaded file into a different spreadsheet or save the .csv file into an Excel format such as .xlsx, and then
  2. save it as a .csv file when you are finished editing your user information.

Create the File from the Blank Template

Take the following steps to create your list of users utilizing the blank .csv template. Note that specifications for this file can be found in the [User Upload File Specifications] tab of the blank template and that user roles are defined in the CAASPP User Roles in TOMS Web page.

  1. Download the TOMS user list template. The following is the list of columns:
    • First name
    • Last name
    • CDS code
    • E-mail address
    • Telephone number
    • Role in organization; the acceptable values must be matched exactly or the record will generate an error.
      • Test Site Coordinator
      • Test Administrator
      • Test Examiner
      • Test Administrator & Test Examiner
      • IA Administrator Only
      • Educator - District
      • Educator – Test Site
      • Educator – Roster
  2. Enter the user details.
  3. Save as a .csv file. 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. Upload to TOMS.