CAASPP: Preparing to Transition to the 2023–24 Test Administration

CAASPP email update, July 11, 2023.

Dear LEA CAASPP Coordinator:

This email serves as a reminder of the upcoming CAASPP system downtime from Friday, July 28, 2023, at 5 p.m. to Tuesday, August 1, 2023, at 8 a.m. to prepare for the transition to the CAASPP assessments for the 2023–24 school year. This downtime will affect several CAASPP systems. Refer to the CAASPP Planned System Downtime web page for further information. As a reminder, the California Educator Reporting System (CERS) will be unavailable from Thursday, July 27, 2023, at 5 p.m. to Tuesday, August 1, 2023, at 8 a.m.

Prior to downtime on July 28, 2023, the LEA CAASPP coordinator for 2022–23 should take the following steps:

1. Ensure that the superintendent has designated a primary LEA CAASPP coordinator for 2023–24 who can add users to the Test Operations Management System (TOMS) when it becomes available on August 1, 2023. This is especially important if the LEA plans to administer assessments such as the Smarter Balanced Interim Assessments and the California Alternate Assessment for Science early in the school year.

2. Ensure that all interim assessment hand scoring for the 2022–23 test administration is completed. All student responses will be removed from the Interim Assessment Hand Scoring System (IAHSS) during the downtime and will no longer be available for hand scoring when system operations resume.

   Note: The IAHSS will be replaced by the enhanced Teacher Hand Scoring System (THSS), which will feature updated communication and navigation features. The THSS will be the single system for local hand scoring for all interim assessments and the Initial ELPAC. For interim assessments, the THSS will be available beginning August 1, 2023, at 8 a.m. when system operations resume after the downtime.

3. Download the 2020–21 student score data file for the LEA's records. This file will be removed during the downtime, as TOMS maintains only two years of historical data and one year of current data. The student score data file can be downloaded in TOMS by selecting the [Reports] tab on the top navigation bar and then selecting the CAASPP Student Score Data File.
4. Download any other desired reports prior to the downtime on July 28, 2023. LEA coordinators will lose access to some 2022–23 data in TOMS after the downtime occurs. Some reports in TOMS—including the CAASPP LEA User List Report and reports that provide student score data files and SSRs—will remain available after the downtime for previous test administration years. Most reports, however, will no longer provide data for 2022–23, and we recommend LEA coordinators download those reports prior to the downtime on July 28. Reports that may be useful to download for the LEA's records include the following:
   • CAASPP LEA-Level SSR Availability Report
   • CAASPP LEA-Level SSR Distribution Report
   • CAASPP CARS LEA-Level Status Report
   • Security Forms and Remote Administration Status Report
   • CAASPP Student Completion Status Report
   • CAASPP Student Completion Status Summary Report
5. If the LEA is closing, download all available years of data, and securely provide the files to the appropriate agency that will need the student data in the future. Closed LEAs will not have access to TOMS. Direct funded charter schools that are closing should provide this information, including historical Student Score Reports (SSRs), to their authorizer.
6. If the LEA is a charter school that is changing funding status or authorized LEA, download all necessary reports from all available years, as access to previous records will be removed after changing county/district/school codes during the downtime.

Note: After the downtime begins on July 28, LEAs will no longer have access to 2022–23 reports in TOMS and the Completion Status system. LEAs should download any necessary reports prior to the start of the downtime.

After the downtime on August 1, 2023, when systems resume, the LEA CAASPP coordinator for 2023–24 should take the following steps:

1. Download the list of 2022–23 users in TOMS (if not already done), and then update the list to add, modify, or delete roles and users as needed for the 2023–24 test administration. Coordinators can then upload the updated file to TOMS.
2. Remind site staff members added to TOMS that they will need to log on to TOMS to complete the security affidavit and security agreements for 2023–24, as these are not rolled over to the new year. Note that users whose only role is IA Administrator will not be prompted to complete the security affidavit.

Questions about the transition to the new test administration year should be directed to the assigned LEA Success Agent for support. Visit the California Outreach web page for other support options.

Sincerely,

California Outreach Team

CAASPP website and ELPAC website

Contact Us: California Outreach web page