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 .xlsx file into TOMS. After you have uploaded your users file, TOMS will display its status, including a list of errors, if any.

For a demonstration, please view the following videos:

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.

  1. Download the report by navigating to the Reports tab in TOMS, selecting “CAASPP LEA User List Report”, and select “Previous School Year” for the Administration Year. The following is the list of columns in the .xlsx 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 TOMS User Roles for CAASPP external icon Web page.
    • First Name
    • Last Name
    • E-mail Address
    • Phone Number
    • CDS Code
    • Role in Organization; the acceptable values must be matched exactly or the record will generate an error:
      • CAASPP IA Administrator Only
      • CAASPP Test Administrator
      • CAASPP Test Examiner
      • Digital Library Only
      • Educator—District
      • Educator—Roster
      • Educator—Test Site
      • ELPAC Test Examiner
      • LST Correspondence Administrator
      • LST Data Entry
      • Site CAASPP Coordinator
      • Site ELPAC Coordinator
  2. Mark Y or N in the Administration Year columns to assign the user to a specific Administration Year.
  3. Mark Y or N in the Delete Role columns to deleted the user from a specific Administration Year.
  4. Update the file in Microsoft Excel by saving it as an .xlsx 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 .xlsx 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 TOMS User Roles for CAASPP Web page.

  1. Download the TOMS user list template. The following is the list of columns:
    • First name
    • Last name
    • E-mail Address
    • Phone Number
    • CDS Code
    • Role in organization; the acceptable values must be matched exactly or the record will generate an error.
      • CAASPP IA Administrator Only
      • CAASPP Test Administrator
      • CAASPP Test Examiner
      • Digital Library Only
      • Educator—District
      • Educator—Roster
      • Educator—Test Site
      • ELPAC Test Examiner
      • LST Correspondence Administrator
      • LST Data Entry
      • Site CAASPP Coordinator
      • Site ELPAC Coordinator
  2. Enter the user details.
  3. Mark Y or N in the Administration Year columns to assign the user to a specific Administration Year.
  4. Mark Y or N in the Delete Role columns to deleted the user from a specific Administration Year.
  5. Save as an .xlsx file.
  6. Upload to TOMS.

Last Reviewed: Thursday, June 11, 2020


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