Due to COVID, schools have the opportunity to expand their testing window until the end of July 2021, for administering both the CAASPP SBAC test and the ELPAC tests via the TOMS system. However this poses some challenges in managing student enrollments, since CALPADS sends a nightly enrollment update to TOMS. On June 30th, TOMS will suspend the nightly sync between the systems, however until then it is important that student enrollment records remain OPEN in CALPADS until June 30th. This can be managed in several ways
NOTE: These options are only needed if a school is still testing students using the TOMS portal within the last 2 weeks of school (and potentially after school ends).
Schools still testing with 2 weeks or less left in the Academic Year ↑
Starting when there are two weeks left in the academic year for a school who is still administering tests, there are two ways to handle enrollments:
- Do NOT send any Enrollment Update files to CALPADS during the time between 2 weeks before school ends and either all students are tested, or June 30th, whichever is earlier.
- If sending up Enrollment Update files during the last 2 weeks of a school still doing testing you MUST enable the option to NOT extract future dates. This will stop the system from extracting exit codes for students who are not returning in the next school year (i.e. EOY or HSG fields populated).
Schools where the academic year has ended ↑
If a school will be still testing students in the TOMS system AFTER the school calendar ends, there are two ways to handle this scenario:
- Do NOT send ANY further Enrollment Updates for this school until either testing is over, or after June 30th. After June 30th, CAPADS will no longer send data to TOMS nightly, so students will still be able to test, regardless of their enrollment status in CALPADS.
- Do a SKIP query to skip any students still involved in testing BEFORE running an Enrollment Update set of files. This will allow you to update all the other students, while still leaving the enrolment records open for students who are still testing.
Filtering schools in the extracts ↑
When schools have different end dates one way to help manage this is to extract schools in the same scenario together in the same extract. For example, only the schools who are testing need to manage their enrollments, so those should be extracted in a group, separate from the others.
This is managed on the Schools tab in the Enrollment Update section. It doesn't matter if the extracts are done at the school or district level, this tab controls what schools are included in the extracts at the time they are created.
Close all enrollment records in CALPADS by July 30th ↑