Navigate to Imports and Exports>Import Test Results

NOTE: The data file must be in the format defined in the CAASPP Student Data File Layout found on the CAASPP Test Administration Score Reporting website. Only the LEA CAASPP Coordinator has the necessary permissions in the TOMS site to download the Student Score Data Extract. Please note that the score reports available from the CAASPP Online Reporting system are not in the correct format, the correct file (Student Score Data Extract) can only be downloaded by the LEA CAASPP Coordinator from within TOMS. For more information on finding the correct CAASPP Student Score data file please see the Finding the CAASPP Caret Delimited File article.

Select the appropriate file layout to import the CAASPP Student Results. When deciding which year file layout to use, first select the file layout that was in effect when the data was downloaded. If the data does not import using that file layout, then try using the file layout for the year the assessment was administered.  In the below example the CAASPP Test Results - SY:2019-20 file layout was selected in order to import the 2019-20 CAASPP score data.

Import Test Results - Select File Layout

Districts can download both a text (.dat) file and a caret-delimited (.csv) file from the testing vendor. The Import Test Results page has been programmed to import only the caret-delimited (.csv) file. If the text (.dat) file is selected to load, a message will appear explaining that files with a .dat extension are not supported.

Import Test Results - File type alert

If this message displays, click OK, click on the Select File(s) to Load button, select the file with the .csv extension, and click on Open. Then continue to load and match the records.

Import Test Results - select data file

NOTE: The Load process may time out for very large files. If this happens the files can be split into 2 or more smaller data files of up to 19,000 records each using a Text Editor (do not use Excel). Remember to copy the header record to each new file.

The Default Date for the CAASPP Test Results is the oldest date in the data file. The Testing Administration for the Test Results is SPRGXX where XX is the end of the school year for the data being imported (ex. 2020-21 test results would have a SPRG21 Testing Administration).

Import Test Results - Default Date, Testing Administration

The Student State ID is the primary identification in the CAASPP Student Results data files. It should be the first method used for matching students.

Import Test Results - Match Options - California

The CAASPP Student Results import will add/update records to the Test Scores (TST), Content Standards Scores (CST), Testing Exclusions (TEX), and Authorizations (AUT) tables. 

If a test record is flagged as Invalid in the Score Status field of the data file, then a Testing Exclusions (TEX) record will be added with a Special Conditions code of I - Test was Invalidated, and no Test Scores (TST) or Content Standards Scores (CST) records will be created for that test record.

Import Test Results - Testing Exclusions example

After the import process has completed an email with summary information will be sent to the user that initiated the import.

Import Test Results - Completion Email

NOTE: The CAASPP 2018-19 Student Data File Layout (dated August 5, 2019) states that the California Science (CAST) test results and the California Spanish Assessment (CSA) test results will not be available until December 2019. The data files do contain records for these test results, but the score fields are blank and the Attemptedness and Include Indicator fields in the data file are set to 'N'. Test Scores (TST) and Content Standards Scores (CST) records will not be created for these tests until scores are provided. If any of these records happen to have Condition Codes, then that information will be added to Testing Exclusions (TEX).

January 2020 Update:  2018-19 CAST, CAA and CSA scores are becoming available from TOMS. These scores, once available, can be imported into Aeries using the CAASPP Test Results - SY:2018-19 file layout. Please see the directions at the top of this document explaining where to download the data file from TOMS.