Populating TOMS with Initial ELPAC Students
After the School Year has Started
Importing Initial ELPAC (IELPAC) Scores into Aeries and Updating TBD Students
Populating TOMS with Initial ELPAC Students
Navigate to School Info > Imports and Exports > CALPADS Extracts > Summer ELPAC Testing tab
Per CALPADS Update Flash #138, CALPADS now generates a nightly extract of students with an English Language Acquisition Status (ELAS) of "To Be Determined" (TBD) and the corresponding students' enrollment record to the Test Operations Management System (TOMS). The testing vendor maintains an "Initial Eligible Student List" which is viewable by the LEAs and lists all students who should be tested with the Initial ELPAC.
Summer ELPAC Testing ↑
Enhancements have been made to facilitate Summer ELPAC Testing, making the process much more streamlined. This process can be run either before or after the new year database has been created. The SSID request for Summer ELPAC is created on the Identifiers tab of CALPADS Extracts. The Create SELA Extract for TBD Students and Create SINF Extract buttons are on the Summer ELPAC Testing tab. The Create Student Enrollment File (SENR) button under Legacy Extracts on that tab is for validation purposes only. See documentation for more information on this process: CALPADS Extracts - Summer ELPAC Testing.
The following must be completed in order to have students extracted in the SELA Extract for TBD Students:
- Create the SSID request - On the Identifiers tab, select Create SSID Request for Summer ELPAC and click Create SSID Request File (SENR). This creates an SSID Identifier Request for students at the selected schools who have a blank State Student ID (STU.CID). Inactive and pre-enrolled students are included unless their status tag (STU.TG) is selected to be skipped on the Other Options tab. A Keep/Skip query is honored. The student must have an SSID before they can be included in the SELA extract.
- The student must be in grades TK-12 and have a Language Assessment record, a Reporting Language (STU.HL) other than English, and a blank ELAS code (LAC.EAC). The student’s Language Fluency (STU.LF) must be translated to the CALPADS "TBD" code on the Code Translations tab, or be blank.
After the School Year has Started ↑
Once the school year has started the normal procedure for uploading the Student English Language Acquisition (SELA) file can be used to identify the new "To Be Determined" students in CALPADS.
The following must be completed in order to have TBD students extracted in the SELA file:
- An SSID Identifier Request has been imported for the new students in the new year database. This process creates an enrollment SENR record in CALPADS for the new school year.
- The student must have a "TBD" code in the Student Demographics Language Fluency field (STU.LF). The STU.LF code must be translated to the valid CALPADS "TBD" code on the Code Translations tab of CALPADS Extracts.
Please see the CALPADS SELA Import Process articles for detailed information on the SELA process.
Importing Initial ELPAC (IELPAC) Scores into Aeries and Updating TBD Students ↑
The LEA can administer the Initial ELPAC test after the student's record is available in TOMS. The Local Scoring Tool (LST) in TOMS will produce scores, performance levels, an English Language Acquisition Status (ELAS) of EL or IFEP, and a Date Testing Completed. This information can be downloaded by the LEA and the score information can be imported into Aeries through the Import Test Results page.
Please see the Test Specific Information - Initial ELPAC article for detailed instructions on how to import this test data.
As the Initial ELPAC scores are imported into the Test Scores (TST) table, the Language Assessment Initial Fluency (LAC.ITF) and Initial Fluency Date (LAC.ITD) fields are also populated. LAC.ITF is set to the ELAS in the student results file, and LAC.ITD is set to the latest testing completion date for the student’s test domains. These fields are updated each time the results are imported. The LEA will need to update the student's Language Fluency (STU.LF) from TBD to the new Initial Fluency (LAC.ITF) value and the Language Assessment Program Start Date (LAC.SD) or the Language Assessment Initial Fluent English Proficient Date (LAC.IFD) to the Initial Fluency Date (LAC.ITD). The data can be updated by hand or through a change query.
Navigate to Query.
The following query can be used to list all students with a language fluency of TBD and an Initial Fluency other than blank. In this example 'T' is the language fluency code for TBD. You will need to modify the query to use the language fluency codes used by your district.
LIST STU LAC STU.TG STU.ID STU.LN STU.FN STU.GR STU.LF LAC.SD LAC.IFD LAC.ITF LAC.ITD IF STU.LF = "T" AND LAC.ITF # " "
- After reviewing the list of students update the IFEP Date (LAC.IFD) for the students that have been designated as IFEP and the Program Start Date (LAC.SD) for the students that have been designated EL in the Initial Fluency (LAC.ITF):
CHANGE STU LAC LAC.IFD TO LAC.ITD IF STU.LF = "T" AND LAC.ITF = "IFEP" AND LAC.ITD # NULL AND LAC.IFD = NULL
CHANGE STU LAC LAC.SD TO LAC.ITD IF STU.LF = "T" AND LAC.ITF = "EL" AND LAC.ITD # NULL AND LAC.SD = NULL
- Then update the language fluency codes (STU.LF) based on the Initial Fluency (LAC.ITF) value. In this example, 'L' is the district's language fluency code for EL and 'I' is the district's language fluency code for IFEP. You will need to modify the queries to use the language fluency codes used by your district.
CHANGE STU LAC STU.LF TO "L" IF STU.LF = "T" AND LAC.ITF = "EL" AND LAC.ITD # NULL
CHANGE STU LAC STU.LF TO "I" IF STU.LF = "T" AND LAC.ITF = "IFEP" AND LAC.ITD # NULL
The following query can be used to review the results:
LIST STU LAC STU.TG STU.ID STU.LN STU.FN STU.GR STU.LF LAC.SD LAC.IFD LAC.ITF LAC.ITD IF LAC.ITF # " "
NOTE: When running the queries, you will need to substitute the language fluency (STU.LF) codes with those used by your district. Also, if inactive student data records need to be updated remember to select the Include Inactive Students option under the query statement.
Beginning with the 2020-21 school year new SELA records do not need to be sent to CALPADS immediately after importing IELPAC scores and updating the language fluency information for the new students. CALPADS will have already received the new language fluency information during a nightly upload with TOMS.
Please see the CALPADS SELA Import Process articles for more information on the SELA process and maintaining the most current ELAS data in Aeries and CALPADS.