CAASPP LEA Test Administrations

LEA coordinators can use the Test Administrations screens to view or set up a test administration.

Use the [Admin Table] tab on the LEA Test Administrations screen to view a list of administration calendars for test administrations that are associated with the LEA for CAASPP.

LEA CAASPP coordinators can use the [School Admin Assignment] tab to select the schools to associate with the test administration that has been created. If all the schools in an LEA have the same start and end dates and the same noninstructional dates, the LEA may need to define only a single test administration. However, if schools in the LEA have different start, end, or noninstructional dates (for example, the LEA has a year-round school), more than a single test administration will be needed. LEA CAASPP coordinators can define up to six calendar administrations.

For a school to be assigned to a defined test administration, 66 percent of the instructional year must be completed by the first day of the testing window. Testing windows must also be a minimum of 25 days.

Select one of the following links to create the administration calendar:

Quick Instructions

Detailed Instructions

1. Select LEA to View Test Administration—Select the LEA for which to view, edit, or create an administration calendar.
2. LEA Test Administration(s)—CAASPP Admin Calendar—Starting from the Administrations Table on the View and Set Up Administrations screen, take one of the following actions to either view an existing CAASPP administration calendar or create a new one:
   • To view the administration calendar, select the [View Summary] link in the Admin Calendar Summary column.
   • To create the administration calendar, select the [Create Calendar] link in the Create/Edit Admin Calendar column.
   • To make changes to an existing calendar, select the [Edit Calendar] link in the Create/Edit Admin Calendar column.
3. CAASPP Instructional Start/End Dates—Set the start and end dates for the administration calendar.
4. CAASPP Noninstructional Dates—Set the noninstructional dates.
5. CAASPP Test Window Start/End Dates—Set the start and end dates for the testing window for the appropriate assessment.
6. CAASPP LEA Administration Profile—School Admin Assignment—From the [School Admin Assignment] tab, select a school or group of schools to associate to an existing administration.
7. CAASPP Administration Calendar Summary—From the Administrations table on the View and Set Up Administrations screen, select the [View Summary] link to view the summary information for the corresponding administration.

Nonpublic, Nonsectarian Schools

For each student who has been assigned to a nonpublic, nonsectarian school (NPS) on the basis of IEP team recommendations, the LEA coordinator(s) will continue to be responsible for ordering the testing materials, sending them to the NPS, receiving the materials back from the NPS, and returning the materials to the testing contractor.

Ensure that the student's enrollment information is correct in CALPADS, including NPS School of Attendance. If this information is correct, the NPS school information will appear in the LEA list of schools in TOMS.

The responsible LEA will add the NPS to one of the LEA’s CAASPP administration windows in the same way any school within the LEA is added to the LEA’s selected testing window. NPSs typically have students from multiple LEAs and may request specific dates for testing to align all the students within the same testing period. If the requested dates do not fit within any of the LEA’s selected testing windows, the LEA may create an additional testing window specifically for the NPS.

The LEA coordinator is responsible for assigning appropriate user roles and arranging necessary training for NPS staff.

Take the following steps to set up the test administration windows for NPSs in which the LEA has enrolled students:

1. Contact all NPSs in which the LEA has enrolled students and request copies of their instructional calendars for the academic year corresponding with the test administration. These will be needed to set up the test administration windows for the NPSs.
2. Request that each NPS provide the LEA with the dates for its proposed 25-day window. The schools’ proposed windows will need to be verified by using the test administration setup function in TOMS. California Education Code Section 56366(a)(8)(B) states that, “Each nonpublic, nonsectarian school shall notify the district of residence of a pupil enrolled in the school of its testing period.”
3. For all NPSs that fit into a test administration window being used for an LEA’s schools, notify the NPSs of the testing window.
4. For any NPS that does not fit into a test administration window being used for an LEA’s schools or that has a student or students testing outside of that window, first verify with the NPS that all students in the school are on the same instructional calendar, and then use the instructional calendar provided by the NPS to set up a test administration period for them.

Quick Instructions

1. Select the [Admin Table] tab to move to the Calendar screen to work with a list of CAASPP administration calendars.
2. Take one of these actions to proceed to the CAASPP Instructional Start/End Dates progress step:
   • Select the [Edit Calendar] or [Create Calendar] link in the Create/Edit Admin Calendar column to create or edit the instructional calendar for the corresponding test administration.
   • Select the [View Summary] link in the Admin Calendar Summary column to view the administration calendar summary for the corresponding test administration. Select the [Set Up Another Admin] link at the bottom of the page to set up a new test administration.
   • For further information about editing an administration calendar, refer to Instructional Start/End Dates later in this chapter.
3. Use the [Date] calendar [] icons to select the instructional calendar start date and the instructional calendar end date for the relevant test administration.
   • Set a noninstructional date by selecting a white date box in the appropriate calendar. When the white date box turns into a dark blue box with a white number, it is designated as a noninstructional date. Select a date with a dark box to remove it as a noninstructional date and move on by selecting [Next].
4. Use the Test Window Start/End Dates progress step to set the test administration windows for each available assessment for the CAASPP program.
5. After saving the dates, use the [School Admin Assignment] tab to select the schools to associate with the test administration.
   • Select the schools to assign to a common test administration by selecting the checkbox to the left of the school name in the table. To select all of the schools in the LEA, select the Select All checkbox at the top of the first column.
   • Select the specific administration to which the school(s) should be assigned in the “Assign Selected Schools to Admin” section on the right.
   • Select the [Apply] button to save any changes. A confirmation pop-up message is displayed; select the [Close] button to close the pop-up.
6. Repeat the preceding steps to assign unassigned schools to this administration or another administration.
7. To return to the Administrations table and continue working with the CAASPP administration calendars, select the [Admin Table] tab.
8. Select the [Set Up Another Admin] button on a summary screen to return to the Instructional Start/End Dates progress step to set up another CAASPP administration calendar.

Detailed Instructions

Follow these steps to set up a CAASPP administration in TOMS:

I. Select LEA to View Test Administration

The user's LEA will be populated in the organization drop-down (figure 1).

• Select the [View] button to move to the Calendar screen to work with a list of CAASPP administration calendars.

• Select the [Clear] button to remove a selected organization from the Organization field.

  

  Figure 1. “Select LEA to View Test Administrations” section of the Test Administrations screen

II. LEA Test Administration(s)—CAASPP Admin Calendar

Use the [Admin Table] tab on the Calendar screen (figure 2) to view a list of administration calendars for test administrations that are associated with the LEA. Table 1 describes the columns of the Administrations table for CAASPP.

• Select the [Edit Calendar] or [Create Calendar] link in the Create/Edit Admin Calendar column to create or edit the instructional calendar for the corresponding test administration. This action takes the user to the Instructional Start/End Dates progress step. For further information about editing an administration calendar, refer to Instructional Start/End Dates later in this chapter.
• Select the [View Summary] link in the Admin Calendar Summary column to view the administration calendar summary for the corresponding test administration. This action takes the user to the Calendar Summary screen.

Figure 2. CAASPP Calendar screen—LEA

III. CAASPP Instructional Start/End Dates

Enter the requested dates in the Instructional Start/End Dates progress step (figure 3).

Use the [Date] calendar [] icons to select the instructional calendar start date and the instructional calendar end date for the relevant test administration.

• Select the [Cancel] button to clear the instructional calendar start date and the instructional calendar end date.
• Move back to the LEA Test Administration(s) screen by selecting the [Previous] button.

• Select the [Next] button to save the instructional calendar start date and the instructional calendar end date entered on the screen and move to the Noninstructional Dates progress step.

  

  Figure 3. Instructional Calendar Start/End Dates progress step

IV. CAASPP Noninstructional Dates

Use the Noninstructional Dates progress step (figure 4) to select the noninstructional dates for the current test administration year as entered during the Instructional Start/End Dates progress step.

Set a noninstructional date by selecting a white date box in the appropriate calendar. When the white date box turns into a dark blue box with a white number, it is designated as a noninstructional date. Select a date with a dark box to remove it as a noninstructional date. After selecting all of the noninstructional dates, select the [Next] button. Otherwise, take one of the following actions:

• Select the [Cancel] button to remove any unsaved selected dates.

• Select the [Previous] button to move back to the Instructional Start/End Dates progress step.

  

  Figure 4. Noninstructional Dates progress step

V. CAASPP Test Window Start/End Dates

Use the Test Window Start/End Dates progress step (figure 5) to set the test administration windows for each available assessment for the CAASPP program.

• For the Smarter Balanced assessments (ELA and mathematics), the CAAs for ELA and mathematics, and CAST, the Activate checkbox is checked by default and cannot be edited, as these assessments are mandatory. The test administration start and end dates can be selected by the user. There must be a minimum of 25 instructional calendar days between the beginning and end of the testing windows. System downtimes and noninstructional days are not counted for the 25 days.
• For the CAA for Science, the Activate checkbox is checked by default and cannot be edited. The test administration start and end dates also cannot be edited, as they are mandated by the state and align with the LEA’s instructional calendar.
• For the CSA, the Activate checkbox is unchecked because this assessment is optional. Activating the assessment by selecting the checkbox makes it available in the fixed administration window. The test administration start and end dates cannot be edited.

Figure 5. Test Window Start/End Dates progress step

VI. CAASPP LEA Administration Profile—School Admin Assignment

Use the [School Admin Assignment] tab (figure 6) to select the schools to associate with the test administration.

Figure 6. [School Admin Assignment] tab—CAASPP

• Select the schools to assign to a common test administration by selecting the checkbox to the left of the school name in the table. To select all of the schools in the LEA, select the Select All checkbox at the top of the first column.
• Select the specific administration to which the school(s) should be assigned in the “Assign Selected Schools to Admin” section on the right.

• Select the [Apply] button to save any changes. A confirmation pop-up message is displayed (figure 7); select the [Close] button to close the pop-up.

  

  Figure 7. Confirmation: Organization/Admin Assignments message box

• Repeat the preceding steps to assign unassigned schools to this administration or another administration.
• To return to the Administrations table and continue working with the CAASPP administration calendars, select the [Admin Table] tab.

VII. CAASPP Administration Calendar Summary

Use the “Testing Window Summary” section of the View and Set Up Administrations screen (figure 8) to view the test administration calendar summary for each available assessment for CAASPP.

For each assessment, the test administration calendar summary is displayed on a separate tab.

• Select the [Admin Table] button to return to the Administrations table.
• Select the [Set Up Another Admin] button to return to the Instructional Start/End Dates screen to set up another CAASPP Admin Calendar.

Figure 8. [Smarter Balanced, CAAs, CAST] tab with administration summaries—LEA

Table 2 describes the fields displayed on the View and Set Up Administrations screen for CAASPP.