Instructions for Using Condition Codes in the Test Operations Management System (TOMS)

Go to: Set Condition Codes via Batch Upload Set Condition Codes One by One

The ability to set condition codes is available in the Test Operations Management System (TOMS) for California Assessment of Student Performance and Progress (CAASPP) test administrations. There are only two condition codes local educational agency (LEA) CAASPP coordinators or CAASPP test site coordinators may set: NTE (Not tested medical emergency) and PGE (Parent/Guardian exemption). All other condition codes are determined through students’ data, responses, and appeals.

These condition codes should be assigned as soon as the LEA becomes aware the condition exists. Setting condition codes prior to the start of the LEA’s selected testing window will ensure that a student is not inadvertently tested. Please note the following about testing and condition code assignments when the condition code has been assigned after the start of the LEA’s selected testing window:

  • A condition code cannot be assigned if a student has submitted all parts of a content area assessment.
  • If a student does start an assessment for which the PGE code is later assigned, the student will be prevented by the system from completing the assessment after the code is assigned, and the test will expire following Smarter Balanced test expiration rules (15 calendar days for performance tasks [PTs] and 45 calendar days for computer adaptive tests).
  • If a student does start an assessment for which the NTE code is later assigned, the student will be prevented by the system from completing the assessment after the code is assigned, and the test will expire following Smarter Balanced test expiration rules (15 calendar days for performance tasks [PTs] and 45 calendar days for computer adaptive tests).
  • NTE or PGE condition codes cannot be entered for students who complete both the PT and computer adaptive portions for a content area test and will have results reported.
  • Student Score Reports will not be produced for students with the PGE condition code assigned for all content areas (neither paper nor PDF reports); nor will these students have results in the Online Reporting System.

Note that condition codes cannot be set after the last day of the LEA's selected testing window. In addition, neither of these condition codes can be accepted if the student has submitted all parts of an assessment. In this case, the student would receive a Student Score Report.

There are two ways to set the NTE and PGE condition codes: either using the batch upload process or by setting the codes for individual students one by one.

Set Condition Codes via Batch Upload

Take the following steps to upload condition codes using the batch upload process to apply condition codes for multiple students:

  1. Download the condition codes template.
  2. Enter student data in Microsoft Excel according to the following specifications. If the condition code applies to multiple tests for a student, that student’s Statewide Student Identifier (SSID) must be entered on multiple lines with a different content area test selected.

    Col. Field Name Acceptable Values and Notes
    A SSID
    Example: 1234567890    		 Numeric (0–9)—SSID must contain 10 numeric characters

    Note: Must be a valid and active SSID in TOMS.
    B Content Area

    Select a test/content area from the Excel drop-down list for the field or enter one of the following:

    • SB ELA—Smarter Balanced for English Language Arts/Literacy (ELA)
    • SB Math—Smarter Balanced for Mathematics
    • CAST—California Science Test
    • CAA ELA—CAA for ELA
    • CAA Math—CAA for Mathematics
    • CAA Science—CAA for Science
    C Condition Code

    Select a condition code from the Excel drop-down list for the field or enter one of the following:

    • NTE—Not tested medical emergency (A “medical emergency is a significant accident injury, trauma, or illness—mental or physical—that precludes a pupil from taking the achievement tests. An accident injury, trauma, or illness is significant if the pupil has been determined by a licensed physician to be unable to participate in the tests.”)
    • PGE—Parent/Guardian exemption
  3. Select the “File” ribbon, and then select the [Save As] button from the left navigation bar to save the file in .csv format.
  4. Upload your file in TOMS.
    1. Access TOMS.
    2. Select the [Students] button in the left navigation bar.
    3. Select the [Upload] button in the left navigation bar.
    4. Select the [Condition Codes] button in the Upload Types section of the Upload Web form.
    5. Select the [Browse] (Internet Explorer or Firefox) or [Choose File] (Chrome) button on the Upload Condition Codes Web form.
    6. Locate and select the file to upload.
    7. Confirm that the correct file is selected, and then select the [Upload] button to upload your LEA’s condition codes file into TOMS.

Set Condition Codes One by One

Take the following steps to apply condition codes for students one by one by accessing the Select Condition Codes dialog box in TOMS:

  1. Access TOMS.
  2. Open a Student Profile in TOMS:
    1. Select the [Students] button in the left navigation bar.
    2. Enter details about the student in the search fields in the Search for Students Web form; use the Select Filter drop-down lists to narrow your search (options are Begins with and Contains).
      or
      Select the LEA you are associated with by selecting the [Select Organization] link, or select a school.
    3. Select [Search].
  3. Select a [View] magnifying glass icon in the Actions column to access the student’s profile.
  4. Select the [Test Assignments] tab.
  5. Select the [COND. CODE] button in the Actions column for the appropriate test row.
  6. Select the appropriate code for the student from the “Select condition code” drop-down list.
  7. Select [SAVE] to save the student’s code.
  8. If necessary, repeat for any other tests the student took or move on to edit condition codes for a different student.

Last Reviewed: February 24, 2022

Back to Top