Populating TOMS with Initial ELPAC Students

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. For the complete update flash please go to CALPADS Update Flash #138.


Prior to the Beginning of the School Year

A new SELA Extract has been created for students that need to take the Initial ELPAC test prior to the beginning of the school year. The Create SELA Extract for TBD Students is located on the CALPADS Extracts Identifiers tab. 



The following must be completed in order to have students extracted in the SELA Extract for TBD Students:

  • An SSID Identifier Request has been imported for the new students in the 2018-2019 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 in the CALPADS Code Translation form.
  • A Test (TST) record with the Test ID of "ELPAC" needs to be entered for the students in Aeries.
    • Test ID: Enter "ELPAC".  If "ELPAC" is not available in the Testing ID drop down, the Client update of July 10th needs to be applied.
    • Test Date:  Enter a Test Date of on or before the current date.  The SELA file will be created with the "ELAS Start Date" of a day prior to the Test Date.  If a SELA file is submitted with a date in the future, error SELA0215 will be generated:  English Language Acquisition Status Start Date must be less than or equal to current date
    • Part 0 is the only part needed.

       



Note:  The Mass Add Student Related Data form can be used to mass enter Test (TST) records for these students.  A Query KEEP can be applied before using the form to mass add the ELPAC test records.


Please refer to this article for more information  CALPADS Extracts - Identifier Tab, "Create SELA Extract for TBD Students" File


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 2018-2019 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 in the CALPADS Code Translation form.

Please see the CALPADS SELA Import Process articles for detailed information on the SELA process. 



Importing Initial ELPAC (IELPAC) Scores into Aeries and Updating the TDB 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 with the ELAS and Date Testing Completed provided in the student results file. 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.


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 languge 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 the list of students is reviewed 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 Inactives option under the query statement.



After the language fluency (STU.LF) and program start date (LAC.SD) or initial fluent English proficient date (LAC.IFD) have been updated with the Initial Fluency (LAC.ITF) and Initial Fluency Date (LAC.ITD) information a new SELA record should be sent to CALPADS with the updated information. 


Please see the CALPADS SELA Import Process articles for detailed information on the SELA process.