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CAASPP Coordinator Checklist


This page is the Accessible Alternate Version of the local educational agency (LEA) CAASPP Coordinator Checklist for Successful Administration of the Summative Assessments. The Word (DOC) or the Excel (XLS) version is considered to be the official version of the document.


The California Department of Education produced this California Assessment of Student Performance and Progress (CAASPP) Coordinator Checklist to assist District CAASPP Coordinators in understanding the tasks/activities necessary to ensure successful administration of the CAASPP summative assessments. This checklist is not exhaustive and may not include every task/activity required of a District CAASPP Coordinator or what you might do in your LEA to support a successful administration.

The CAASPP Coordinator Checklist may be customized to better meet your needs. Tasks/activities completed by someone else in your LEA can be deleted and additional tasks/activities can be added. Tasks/activities can also be re-ordered to coincide with your local activities and expectations.

The "X" indicates tasks or activities that take place during each time period.

Area Task
Before
During
After
Ongoing
Notes
User Registration

Complete required Superintendent Designation Form identifying the LEA CAASPP Coordinator.

Save e-mail confirmation.
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The Superintendent Designation Form is usually available in June and can be found at the CAASPP Web site External link opens in new window or tab. by selecting Forms under the Test Administration tab. An e-mail is also sent to the current CAASPP Coordinator and the district superintendent.
Information Sign up for CDE ListServs appropriate to your role (CAASPP, accountability, etc.)
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To join the CDE CAASPP e-mail list to receive the weekly CAASPP Update e-mail messages, send a blank e-mail to subscribe-caaspp@mlist.cde.ca.gov.
Information Review CAASPP Web pages and the CAASPP Weekly Updates for information about new training materials, manuals, ordering deadlines, and other test administration documents. 
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Check out the CDE’s CAASPP Web page for information on all summative assessments in the CAASPP system.
Information Attend the CDE Assessment and Accountability Information Meeting or view the Webcast.
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These meetings are usually held in September or October at locations in northern and southern California. Go to the CDE’s North-South Information Meeting Web page for more information.
User Registration Identify the CAASPP Test Site Coordinator for each school.
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User Registration Register each CAASPP Test Site Coordinator as a user in TOMS.
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Test Operations Managment System (TOMS) users can either be uploaded one-by-one or in bulk (i.e., batch uploading).

Instructions for uploading users into TOMS can be found in the TOMS Manual at the CAASPP Web site under the Test Administration tab External link opens in new window or tab..
User Registration E-mail CAASPP Test Site Coordinators about their role and responsibilities; be sure to include a link to the online security agreement that they need to complete.
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The Online Security Agreement can also be found at the CAASPP Web site by selecting Forms under the Test Administration tab External link opens in new window or tab..
Test Security Complete the online security agreement. Save e-mail confirmation.
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The Online Security Agreement can also be found by selecting Forms under the Test Administration tab External link opens in new window or tab.. An e-mail is also sent to the current CAASPP Coordinator and the district superintendent.
Test Security Confirm that each CAASPP Test Site Coordinator has completed the online security agreement.
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The LEA CAASPP Coordinator will automatically receive an e-mail notification when the CAASPP Test Site Coordinators complete the online security agreement.
Technology View the “Preparing Technology for CAASPP Testing” Webcast.
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This Webcast is produced by ETS and is usually available in September.
Technology Collaborate with technology personnel to verify bandwidth requirements, installation of new secure browsers, approved device platforms, and any other technology requirements.
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Supports and Accommodations View the “Accessibility and Accommodations” Webcast and notify CAASPP Test Site Coordinators, teachers, and other educators about changes to available accessibility resources.
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This Webcast is produced by ETS and is usually available in November. More information can be found under the Training tab on the CAASPP Web site External link opens in new window or tab..

Visit the CDE’s Student Accessibility Supports Web page for the Accessibility Graphics that describe the available universal tools, designated supports, and accommodations by test, Matrix One, and other important resources.
Supports and Accommodations Establish a consistent process at your LEA and each school site documenting the selection of appropriate accessibility resources for students, including instructions about how these resources are entered/submitted to TOMS.
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For more information about how to implement a consistent process for identifying students for appropriate accessibility resources, explore the “Creating a Standard Process for Identifying Students for Designated Supports” presentation and associated training materials from the 2016–17 CAASPP Institute located on the CDE’s 2016–17 CAASPP Institute Training Materials Web page.
Supports and Accommodations Get familiar with the Individual Student Assessment Accessibility Profile (ISAAP) process and tool that can help in uploading information about accessibility resources for students into TOMS.
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For more information about the ISAAP process, review the Effective Use of Designated Supports flyer on the CDE’s Student Accessibility Supports Web page (PDF).

Watch the “Using the CAASPP ISAAP Tool – Overview and Instructions” training video on the CAASPP Web page External link opens in new window or tab. under the Training tab.

Visit the CDE’s Student Accessibility Supports Web page.
Results and Reporting Review and verify the LEA CAASPP apportionment report and submit to the CDE by the deadline.
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The CDE notifies the LEA CAASPP Coordinators usually in December.
Training Attend the ETS “CAASPP Pretest Workshop” or view the archived Webcast.
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This usually takes place in January and February at multiple locations throughout the state. More information can be found on the Training tab on the CAASPP Web site External link opens in new window or tab..
Test Planning Remind CAASPP Test Site Coordinators, Test Administrators, Test Examiners, and teachers about the use of the Practice and Training Tests.
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Test Planning Set LEA test administration windows in TOMS and assign schools to test administration windows.
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Test Planning Provide the CAASPP Test Site Coordinators with their test administration windows and sample test administration schedules.
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Test Security View the “Using the Security and Test Administration Incident Reporting System (STAIRS) Tutorial.
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This tutorial is available on the CAASPP Web site under the Test Administration tab by selecting the Security and Test Administration Incident Reporting System (STAIRS) option External link opens in new window or tab. or can be accessed directly.
Test Security Review the “CAASPP Security Incidents and Appeals Procedure Guide”.
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This Guide is available on the CAASPP Web site under the Test Administration tab by selecting the Security and Test Administration Incident Reporting System (STAIRS) option or can be accessed directly External link opens in new window or tab. (PDF).
Supports and Accommodations Verify the need for any specialized equipment for students requiring accessibility resources.
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Supports and Accommodations Request any necessary Unlisted Resources for students as documented in their IEPs or Section 504 Plans.
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Training Develop training materials for CAASPP Test Site Coordinators.
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Utilize existing training materials whenever possible adding information specific to your local context as needed.
Training Conduct training for CAASPP Test Site Coordinators.
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Test Planning Verify that each CAASPP Test Site Coordinator is developing their site test administration schedule.
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Test Planning Review the site test administration schedules with the CAASPP Test Site Coordinators for reasonableness and accuracy, taking care to evaluate the impact of spring break, make-ups, and test expiration dates on the schedules.
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Test Planning Share the LEA and school CAASPP test administration windows and schedules with school administrators and the LEA leadership team for planning purposes, including parent notification.
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Communication Verify scheduled CAASPP system downtimes and ensure these are communicated to your CAASPP Test Site Coordinators, Test Administrators, and Test Examiners.
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Training Confirm that the CAASPP Test Site Coordinators have conducted required site trainings for Test Administrators and Test Examiners.
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Test Planning Verify that your CAASPP Test Site Coordinators have provided each Test Administrator and Test Examiner with the appropriate CAASPP Test Administrator (or Examiner) checklist.
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The CAASPP Test Administrator or Examiner checklists can be found on CAASPP Web site by selecting the Manuals and Instructions option External link opens in new window or tab. under the Test Administration tab.
Test Security Establish procedures with all CAASPP Test Site Coordinators to maintain security of student login information, Directions for Administration, and any other printed test materials.
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Communication Notify parents about upcoming CAASPP testing.
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The CDE provides letter templates to notify parents and guardians about the statewide assessments. For more information, visit the CDE’s 2016–17 Notice of CAASPP Administration Letter Web page.
Communication Forward CDE's weekly CAASPP Update e-mail to CAASPP Test Site Coordinators and/or Test Administrators and Test Examiners as appropriate.
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Test Security Confirm that all CAASPP Test Site Coordinators have collected required security affidavits from their CAASPP Test Administrators and Test Examiners.
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User Registration Confirm that CAASPP Test Site Coordinators have created user accounts in TOMS for CAASPP Test Administrators and Test Examiners.
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Data Integrity Verify test assignments and grade levels in TOMS prior to each test administration window.
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You might do this step as the LEA CAASPP Coordinator, or you might delegate it or share it with you CAASPP Test Site Coordinators, Test Administrators, or Test Examiners.
Data Integrity Evaluate student demographic data from TOMS and the LEA's special education data system to ensure accurate grade levels and test assignments for all students. Establish a process with LEA colleagues for how necessary corrections will be made.
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Supports and Accommodations Verify that assigned designated supports and accommodations for students are reflected in TOMS prior to each test administration window.
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Data Integrity Ensure all condition codes are documented and entered into TOMS.
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An LEA CAASPP Coordinator can enter two condition codes: NTE (not tested medical emergency) or PGE (Parent/Guardian exemption). These codes should be entered into TOMS as soon as they are known. For more information see “Instructions for Using Condition Codes in the Test Operations Management System (TOMS)” External link opens in new window or tab. on the CAASPP Web site.
Test Security Monitor sites during testing to ensure that CAASPP testing and security procedures are being followed.
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Test Security Submit incident reports, as needed, for any testing irregularities, security breaches, or incidents, using the Security and Test Administration Incident Reporting System (STAIRS). File an appeal in TOMS if directed to do so during the STAIRS process.
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Test Administration Verify CAASPP Test Site Coordinators, Test Administrators, and Test Examiners are monitoring the Completion Status of the summative assessments to ensure completion of all test sections (parts) and that students are “submitting” tests when finished.
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Communication Regularly communicate with CAASPP Test Site Coordinators to ensure any issues are resolved promptly.
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Test Planning Document any trends, issues, and ideas for suggested changes to your local CAASPP administration for next year.
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Test Planning Solicit feedback about the CAASPP test administration from CAASPP Test Site Coordinators, Test Administrators, and Test Examiners to identify changes for next year.
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Results and Reporting Attend the ETS “Post-Test Workshop” or watch the archived Webcast.
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This workshop usually takes place in May and June at multiple locations throughout the state. More information can be found on the CAASPP Web page under the Training tab External link opens in new window or tab..
Results and Reporting Download and review the CAASPP Post-Test Guide.
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This technical and research guide produced by ETS provides information about the test scores, reporting purposes, and how to interpret and use results. The most recent guide can be found at the CAASPP Web site External link opens in new window or tab. (PDF) under the Post-Test and Reporting resources on the Test Administration tab.
Results and Reporting View and/or download preliminary CAASPP results from the ORS, including the assessment target reports.
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Results and Reporting Share preliminary CASSPP results with LEA and/or school site personnel (optional). Include instructions on how to access information and create reports, and about the cautions related to the preliminary results.
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Communication Notify CAASPP Test Site Administrators about the CAASPP results communication plan and the timeline to mail student score reports to parents.
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Communication Check the CAASPP Update, e-mails from the CDE, or the CDE’s Web site for the timeline for the public release schedule of the CAASPP results, including the LEA preview period.
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Results and Reporting During the LEA preview of the CAASPP results, verify the preview data against local data, including demographic information to ensure student group assignments are accurate.
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The CDE notifies LEA CAASPP Coordinators and district superintendents via e-mail of the opportunity to review CAASPP data prior to the public release.
Communication Coordinate with Communications Staff on briefing the district leadership team, the school board, and others, and any possible news releases about the CAASPP results.
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Communication Prepare principals/site coordinators to communicate CAASPP results with school staff, parents, and the media.
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Communication Communicate the availability of CAASPP results and reports to school boards, parents, administrators, and teachers, including the timeline for the delivery of the individual student score reports.
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Communication Prepare or partner with others to prepare the letter from the Superintendent that will accompany the student score reports.
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Results and Reporting Download the individual student results data file from TOMS for local uses including uploading into the local Student Information System or other customized data analyses.
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Results and Reporting Request through TOMS Spanish-language versions of the Student Score Report as needed.
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The selection of Spanish-language versions of the Student Score Report replaces the English-language version for the student. All Spanish-language selections must be complete before 90 percent of your student tests have been scored, and prior to printing paper Student Score Reports.

More information can be found in the Spanish-language Student Score Report Quick Start Guide External link opens in new window or tab. (PDF) on the CAASPP Web page.
Results and Reporting Mail student score reports.
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Per California Education Code:

(a) The LEA shall forward or transmit pupil results for the achievement tests conducted pursuant to Education Code section 60640 to each pupil's parent or guardian within 20 working days from receipt of the results from the contractor.

(b) If the LEA receives the reports for the achievement tests conducted pursuant to Education Code section 60640 from the contractor after the last day of instruction for the school year, the LEA shall make the report available to the parent or guardian no later than the first 20 working days of the next school year.

The CDE makes letter templates available for LEAs to use to communicate with parents and guardians. See the CDE’s Parent and Guardian Score Report Letter Templates Web page for more information.

Consider including the Understanding the Student Score Report flyer posted on the CDE’s Understanding the CAASPP Student Score Reports Web page. The Understanding the Student Score Report flyers are translated into multiple languages.
Questions:   California Assessment of Student Performance and Progress Office | caaspp@cde.ca.gov | 916-445-8765
Last Reviewed: Friday, August 4, 2017
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