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.


Summer ELPAC Testing

Enhancements have been made to facilitate Summer ELPAC Testing, making the process much more streamlined. This process can now be run either before or after the new year database has been created. All functions now are located on a new tab under CALPADS Extracts > Summer ELPAC Testing. See the documentation for more information on this process: CALPADS Extracts - Summer ELPAC Testing Tab 



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

  • Create SSID Request File (SENR) - The process on this tab functions differently than the button on the Identifiers tab. This process will create an SSID Identifier Request for every active or pre-enrolled student at the selected schools who has a blank value in the State Student ID (STU.CID) field. If you do NOT wish to obtain SSIDs for pre-enrolled students, use the Other Options page to select the appropriate code to be skipped in this process. 
  • 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 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 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 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 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 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 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 Inactives 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.