ELPAC: Preparing to Transition to the 2023–24 Administration

June 1, 2023 ELPAC: Preparing to Transition to the 2023–24 Administration

Dear LEA ELPAC Coordinator:

This email provides tips to complete the current administration of the 2022–23 ELPAC and how to prepare for the 2023–24 administration year.

This email serves as a reminder of the upcoming system downtime from Friday, June 30, 2023, at 5 p.m. to Wednesday, July 5, 2023, at 8 a.m. to prepare for the transition to the ELPAC assessments for the 2023–24 school year. This downtime will affect several ELPAC systems. Refer to the ELPAC Planned System Downtime web page for further information.

Prior to Downtime on June 30, 2023, the LEA ELPAC coordinator for 2022–23 should take the following steps:

1. Ensure that the superintendent has designated a primary LEA ELPAC coordinator for 2023–24.
2. Add users to the Test Operations Management System (TOMS) as needed. This is especially important for site coordinators and test examiners administering the 2023–24 Initial ELPAC and Initial Alternate ELPAC. Users will be able to log on before the downtime on June 30 and complete the necessary security forms and access the updated Directions for Administration (DFAs) to ensure they are prepared to administer the Initial ELPAC or Alternate Initial ELPAC as early as July 5, 2023. Refer to the Add Users via Bulk Upload web page for instructions on uploading users.
3. As TOMS maintains only two years of historical data and one year of current data, download the 2020–21 student score data file for the LEA's records. This file will be removed during the downtime. The student score data file can be downloaded in TOMS by selecting the [Reports] tab on the top navigation bar and then selecting the Summative ELPAC and Alt ELPAC Op FT Student Score Data File.
4. Download any other desired reports prior to the downtime on June 30, 2023. LEA coordinators will lose access to some 2022–23 data in TOMS after the downtime occurs. Some reports in TOMS—including the ELPAC LEA User List Report, the ELPAC CARS LEA-Level Status Report, and reports that provide Student Score Data Files and Student Score Reports—will remain available after the downtime for previous administration years. Most reports, however, will no longer provide data for 2022–23, and some LEA coordinators may want to download those reports prior to the downtime on June 30. Reports that may be useful to download for the LEA's records include the following:
   • ELPAC LEA-Level SSR Availability Report
   • ELPAC LEA-Level SSR Distribution Report
   • Security Forms and Remote Administration Status Report
   • ELPAC Student Completion Status Report
   • ELPAC 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, 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 years, as access to previous records will be removed after changing CDS codes during the downtime.
7. Coordinate with CALPADS staff on timing around the creation of SSIDs for students new to the LEA who are eligible to be administered the Initial ELPAC or Initial Alternate ELPAC based on the results of the Home Language Survey.

After Downtime on July 5, 2023

When systems resume, the LEA ELPAC coordinator for 2023–24 should take the following steps:

1. The primary LEA ELPAC coordinator for 2023–24 will be able to add secondary LEA ELPAC coordinators on behalf of the Superintendent. This is a new feature to help assist LEAs with a smooth transition.
2. Continue to update users (modify or delete roles and users as needed) for the 2023–24 administration. Remind staff members added to TOMS that they will need to log on to TOMS to complete the necessary security forms for 2023–24, as these are not rolled over from the previous year.
3. Confirm that the site ELPAC coordinators have conducted the required site trainings for test examiners and proctors for the Initial ELPAC and Initial Alternate ELPAC.

Questions about the transition to the new 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

ELPAC website

Contact Us: California Outreach web page