1. 2018‒19 English Language Proficiency Assessments for California (ELPAC) Pretest Administration Workshop
Welcome to the first ELPAC Pretest Workshop.
ELPAC Session

2. Title 1 ELPAC overview ELPAC CBA transition Test administration
Initial ELPAC (2018–19)
Summative ELPAC (2018–19)
Break
What’s new for elpac.org
Using the Test Operations Management System (TOMS)
Test security
Questions and answers
Resources
Today we will provide an overview of:
ELPAC
The ELPAC CBA transition
The Initial and Summative test administration,
What’s new for ELPAC,
Using the Test Operations Management System (TOMS),
Test Security,
ELPAC Resources
As well as be a resource for any clarification or additional questions.

3. Connecting with Colleagues
Presenter welcomes any new ELPAC coordinators who have joined us for an afternoon of ELPAC.
Presenter says:
Let’s take a quick poll of the room to see who we have here today.
How many of you are CAASPP and ELPAC coordinators?
How many of you are CAASPP coordinators only? (I wouldn’t expect any)
How many of you are ELPAC coordinators only?
Let’s take a minute for introductions since some new faces have joined the group. Other coordinators are sometimes your best support so please take a moment to introduce yourself to your neighbors.
2018‒19 ELPAC Pretest Administration Workshop

4. ELPAC Overview (1)
The ELPAC is the required state test for English language proficiency (ELP).
It is administered to students in kindergarten through grade twelve.
The ELPAC Regulations are linked on the California Department of Education ELPAC web page.
The English Language Proficiency Assessments for California, or ELPAC, are the successor to the California English Language Development Test, or CELDT.
State and federal law require that local educational agencies administer a state test of English language proficiency, or ELP, to eligible students in kindergarten through grade twelve, including students in year one of a two-year kindergarten program, sometimes referred to as “transitional kindergarten.”
2018‒19 ELPAC Pretest Administration Workshop

5. ELPAC Overview (2)
Aligned with California’s 2012 English Language Development Standards
Comprised of two separate assessments:
Initial ELPAC
Summative ELPAC
The ELPAC is aligned with the California 2012 English Language Development Standards and includes two separate assessments:
The Initial ELPAC, which is an assessment that identifies students as English learners or Initial Fluent English Proficient
The Summative ELPAC, which is an annual assessment for English Learners, is intended to measure an English learner's progress in learning English and to identify his or her proficiency level
2018‒19 ELPAC Pretest Administration Workshop

6. Timeline for Computer-based Assessments – ELPAC
February 2020 — Summative Operational
As we are sure that you have heard, the ELPAC will be transitioning to a computer-based assessment (CBA)
In addition, we will be developing an alternate ELPAC.
Why is ELPAC transitioning to computer-based delivery?
Transitioning ELPAC to a computer based assessment will provide enhanced benefits to assessment delivery, quality control and security. It will also eliminate the need for manual Pre-ID labels and material returns.
We know there will be challenges with transitioning to a computer based ELPAC. The good news is that you can expect us to leverage many of the same systems and processes that we have used for CAASPP.
That means that those of you who are responsible for both CAASPP and ELPAC will already be familiar with some of the features and setup required for computer-based assessments.
July 2020 — Initial Operational
2018‒19 ELPAC Pretest Administration Workshop

7. ELPAC Transition Timeline for Computer-based Assessments
April 2019 – Usability Pilot and Cognitive Labs
October 2019 – Field Test/Cognitive Labs
January – Release of Practice Tests
To transition to an operational ELPAC computer-based assessment will require a multi-step process for which you will be an integral part.
How do we get there?
We start with a Usability Pilot and Cognitive Labs
A Usability Pilot is a small-scale trial to examine how test users (e.g., students and test examiners) interact with the test platform and test items. This is only for a small group of students.
Its’ primary purpose is to help ETS and the CDE to understand what changes or improvements to make at the early stage of developing the computer-based ELPAC.
A Cognitive Lab is a qualitative research method to closely examine participants’ cognitive processes in completing given tasks. The method typically involves a one-on-one observation with interview questions.
Its’ primary purpose is to gather information about students’ interactions with the test platform and ELPAC items and to produce validity evidence to support the use of the computer-based ELPAC.  
Students are asked to complete test questions
Students are observed and then interviewed to elicit more information about their experiences interacting with the test questions.
K-2 is still going to be a paper pencil test.
For those who ask, the field test is for LEAs with 20 or more students in a grade or grade span.
2018‒19 ELPAC Pretest Administration Workshop

8. Timeline for Computer-based Assessments – Alternate ELPAC
Pilot and Cognitive Labs: 2019–20 Field Test Summative/Initial Alternate ELPAC: 2020–21 Operational Summative/Initial Alternate ELPAC: 2021–22
Note: Firm dates are still not approved
For the Alternate ELPAC:
We are looking for educators specialized with students who are visually impaired (TVIs) to review and provide input on graphics
There will be opportunities for educators specialized in accessibility to provide input on accessibility features of the assessment
2018‒19 ELPAC Pretest Administration Workshop

9. Field Test Importance to Computer-based Assessments
How can I get involved?
How can my LEA get involved in this transition? WE NEED YOU!
There will educator opportunities to be involved in:
Item Review
Range finding and item writer training
The Fall 2019 Field Test will give you experience with the CBA format of the ELPAC and help with preparation for the operational administration in 2020
Training opportunities and events will be posted on elpac.org
Sacramento County Office of Education (SCOE) with ETS will reach out to LEAs with various opportunities related to transition work.
communications will be provided to the ELPAC coordinators.
2018‒19 ELPAC Pretest Administration Workshop

10. Local Educational Agency (LEA) ELPAC Coordinator Responsibilities
We are now going to transition from “what’s new or in the future” for Initial and Summative ELPAC to talking about what will take place for the Initial and Summative ELPAC assessment.
As a local educational agency, or LEA, ELPAC coordinator, you have a lot of responsibilities. This is not an exhaustive list, but these are some of the major activities you will need to accomplish in this role:
Adding user roles into TOMS
Determining who is eligible for both the Initial and Summative
Ensuring that site staff understand which student accessibility resources are available for the ELPAC
Reporting all test security irregularities and breaches to the testing vendor
Ordering testing materials for both the Initial and Summative
Responsible for coordinating and conducting training districtwide for site coordinators, test examiners, and local scoring tool staff
And communicating deadlines and requirements for the collection and return of secure test materials
The information we provide today will help you accomplish those required activities.
2018‒19 ELPAC Pretest Administration Workshop

11. Security Agreements and Affidavits
Forms
LEA ELPAC Coordinator
Site ELPAC Coordinator
Test Examiner
Designation Form
Must be designated by superintendent
Not applicable
Security Agreement
Required
Security Affidavit
Kept at the local level
On the last slide, we listed test security as one of the coordinator responsibilities.
Part of ensuring test security is making sure all the necessary forms are turned in.
We had to do a lot of follow-up this year for LEAs that had not turned in the required forms, and we still have some missing forms.
All of these forms can be accessed from the link at the bottom of this slide.
Keep in mind that we do not track security affidavits from test examiners.
ELPAC Forms web page
2018‒19 ELPAC Pretest Administration Workshop

12. Test Administration Windows
Initial ELPAC
administered
July 1–June 30
Summative ELPAC
February 1–May 31
The Initial ELPAC is administered year round as you have students enroll who have a primary language other than English.
The Summative ELPAC is administered annually between February 1 and May 31 until a student is reclassified as Fluent English Proficient.
2018‒19 ELPAC Pretest Administration Workshop

13. Estimated Testing Times
Initial ELPAC Estimated Testing Times web page Summative ELPAC Estimated Testing Times web page
For both the Initial ELPAC and the Summative ELPAC, we have estimated testing times listed on elpac.org on the Manuals and Instructions page.
The estimated testing times are also included in the test examiner manuals.
Testing times will vary depending upon the grade level, domain, and individual student.
You can access the estimated testing times at the links shown on this slide.
Estimated testing times are broken down by grade spans and domain and list a total estimated testing time for each grade span.
2018‒19 ELPAC Pretest Administration Workshop

14. Initial ELPAC Test Administration Manual
The Initial ELPAC Test Administration Manual contains information to help you efficiently receive, organize, administer, and return test materials for scoring.
Initial ELPAC Test Administration Manual web document
2018‒19 ELPAC Pretest Administration Workshop

15. Initial ELPAC (1) Used to determine ELP
Administered only once to a student
Given to students whose primary language is not English
Scored locally to produce official scores
Refer participants to the Initial ELPAC Fact Sheet Handout
The Initial ELPAC is used to determine the English Language Proficiency (ELP) of students whose primary language is not English.
Many of you are already administering the Initial ELPAC since it was available on July 1.
The Initial ELPAC is used to identify students as being either an English learner or fluent English and is administered only once during a student’s time in the California public school system.
We’re going to cover the basics about the Initial ELPAC since you are responsible for administering the assessment through the end of the school year.
The Initial ELPAC is given to students in kindergarten through grade twelve whose primary language is not English.
The home language survey is administered only once upon first enrollment to a California school. At that point, the primary language is determined.
If a language other than English is indicated, the Initial ELPAC is administered.
It is scored locally using the Local Scoring Tool, or LST, and the local score is the official score.
2018‒19 ELPAC Pretest Administration Workshop

16. Initial ELPAC (2) Kindergarten and grade one administered individually
Grades two through twelve administered in groups, except Speaking
Details included in the Initial ELPAC Fact Sheet web document
In kindergarten and grade one, the Initial ELPAC is administered individually to students.
The test is administered in groups for students in grades two through twelve, except the Speaking domain, which is also administered one on one.
The Initial ELPAC Fact Sheet, which can be accessed from the link shown on this slide, covers these details and more.
2018‒19 ELPAC Pretest Administration Workshop

17. Local Scoring Tool (LST)
Input raw test scores for all domains (English Language Acquisition Status [ELAS] must be To Be Determined [TBD])
Lock scores
Print Student Score Reports (SSRs)
Produce Federal and State letter
Test examiners will score the Initial ELPAC locally and use the LST to input raw scores.
Entry of raw scores will only be allowed for students who have an enrollment record; who have an English Language Acquisition Status, or ELAS, of “to be determined,” or TBD; and whose primary language is a language other than English.
This is necessary for student data retrieval and validation in the California Longitudinal Pupil Achievement Data System, or CALPADS.
Through the LST, LEAs can enter scores and print individual Student Score Reports, or SSRs.
The scores entered and locked in the LST are considered the official results.
After you have locked the scores, you can print the official SSRs.
The LST will be available year round, but keep in mind that it is within TOMS, so you will have to be mindful of scheduled downtime.
Reminder: LEAs have 30 days from date of enrollment to administer the Initial ELPAC, locally score, and notify parents or guardians of the results.
2018‒19 ELPAC Pretest Administration Workshop

18. Rotating Score Validation Process (RSVP)
RSVP 10% of LEAs
Approximately 10 percent of LEAs in California have been identified by the California Department of Education, or CDE, to take part in the Rotating Score Validation Process, or RSVP, for the Initial ELPAC.
The reason we’ve selected 10 percent of LEAs to participate in RSVP each year is so that Educational Testing Service, or ETS, can produce item statistics, validate scores, and provide technical assistance for scoring.
If you are one of the LEAs participating in RSVP this year, you will need to return your scannable Answer Books to ETS after you complete local scoring, enter the scores into the LST, and have notified parents.
You can access this Quick Reference Guide at the link shown on this slide that will give you the details on how to complete the process.
LEAs will receive a Comparison Report, which shows the ETS test results vs. the LEA test results.
There was a 99% agreement between what the LEA score and what ETS scored!
Information for Presenter: A comparison report will be sent to LEAs in November and December and a final file at the end of January to show ETS scores and those on LST.
LST Resources (conversion table/preliminary score sheet)
An LEA can use the Preliminary Overall Scale Score and Performance Level Score Sheet to hand-calculate results. Detailed instruction is noted on the score sheet, and conversion tables per grade/grade span are posted on the same site. Select the [Help] icon on the TOMS page, and it will launch the [Help] home screen. Select [TOMS] and then [Local Scoring Tool] to find the score sheet and conversion tables.
25% for
How to Complete the Initial ELPAC RSVP Quick Reference Guide web document
2018‒19 ELPAC Pretest Administration Workshop

19. Am I Participating in RSVP?
RSVP for the Initial ELPAC
The alphabetical lists of LEAs for the school years through 2021–22 are posted on the RSVP for the Initial ELPAC web document
I know your next question is: “Am I one of the LEAs participating in RSVP this year?”
The RSVP link on this slide will take you to the web page that lists the LEAs participating each year through 2022.
As the Initial ELPAC transitions to a CBA more information will be provided
2018‒19 ELPAC Pretest Administration Workshop

20. Additional Initial ELPAC Resources (1)
The Correction of Classification Process web document
ELPAC LST Reports web document
Initial ELPAC sample SSR web document
LST Export Student Data File Layout web document
The list of Initial ELPAC Resources on this slide is provided to assist with administering the Initial ELPAC.
More information on Initial ELPAC scoring and the LST are available on elpac.org or on the link on this slide.
2018‒19 ELPAC Pretest Administration Workshop

21. ELPAC Practice Tests web page
Preparing Students
The ELPAC practice tests give students, parents, teachers, and administrators an opportunity to become familiar with the types of questions on the ELPAC and understand what students will need to be able to do on the test.
The practice tests are paper-based and are available by grade span. They can be accessed from the link on this slide.
We encourage you to share the practice tests with students, parents, test examiners, and anyone else who needs to be familiar with the ELPAC.
When students know what to expect on the test, they will be better prepared to demonstrate their ELP.
ELPAC Practice Tests web page
2018‒19 ELPAC Pretest Administration Workshop

22. Summative Test Administrative Manual
The Summative ELPAC Test Administration Manual contains information to help you efficiently receive, organize, administer, and return test materials for scoring.
Navigate to the Summative TAM using the hyperlink listed above.
Summative ELPAC Test Administration Manual web document
2018‒19 ELPAC Pretest Administration Workshop

23. Summative ELPAC (1) Measures ELP Administered annually
Given to English learners
Official score produced by Educational Testing Service (ETS)
Refer participants to the Summative ELPAC Fact Sheet Handout.
The Summative ELPAC is administered annually to students who have previously been identified as an English learner based upon their Initial ELPAC results, until they are reclassified as fluent English proficient, or RFEP.
The Summative ELPAC measures how well they are progressing with English development in each of the four domains.
The Summative ELPAC is scored by ETS, and an official score report is provided to the LEA.
2018‒19 ELPAC Pretest Administration Workshop

24. Summative ELPAC (2)
Kindergarten and grade one administered individually
Grades two through twelve administered in groups, except Speaking
ELPAC Assessment Fact Sheet web document
In kindergarten and grade one, the Initial ELPAC is administered individually to students.
The test is administered in groups for students in grades two through twelve, except the Speaking domain, which is also administered one on one.
All of these details and more are covered in the Summative ELPAC Fact Sheet, which can be accessed from the link shown on this slide.
2018‒19 ELPAC Pretest Administration Workshop

25. Importance of ELAS
The ELAS affects students’ eligibility to test and be scored.
A new student is added to the student information system (SIS) with an ELAS of to be determined (TBD).
The student is administered the Initial ELPAC.
The assessment is scored, and then the student’s ELAS is updated in CALPADS.
The student is administered the Summative ELPAC if the student is an EL.
The assessment is scored and can be evaluated for reclassification.
NOTE: Talk about the importance of updating the ELAS.
We cannot emphasize enough the importance of updating the English learner acquisition status, or ELAS.
The California Longitudinal Pupil Achievement Data System, or CALPADS, is the statewide system that the CDE uses to maintain school enrollments and other information for students.
Data stored in CALPADS includes but is not limited to the following:
LEA and school enrollment
Grade levels
Demographics
Special education
The LEA CALPADS coordinator uploads information into CALPADS from the local student information system (SIS).
LOCAL SIS is the local system that LEAs use to maintain student enrollment and attendance data.
Please note the upload frequency (daily, weekly, etc.) will vary, as it is dependent on the LEA schedule.
Additional Information:
INTERNAL DISTRICT SYSTEMS are systems, separate from the local SIS, that LEAs use to internally track, log, and communicate with students.  
The SPECIAL EDUCATION INFORMATION SYSTEM stores information about students who are receiving special education services. It contains the individualized education program, or IEP, and the student’s disability type.
2018‒19 ELPAC Pretest Administration Workshop

26. ELP Assessment Criterion
How do you know when an English learner is eligible to be reclassified as a fluent English speaker?
The CDE has provided guidance on interim reclassification at on their website at the link listed above.
The new guidance from the CDE will be sent to the field in late January or early February after the January 2019 SBE meeting .
Interim Reclassification Guidance for 2018–19
2018‒19 ELPAC Pretest Administration Workshop

27. Ordering Summative ELPAC Test Materials
Round
Ordering Window Opens
Ordering Window Closes
Estimated Material Arrival Date
Round 1
October 1, 2018
November 16, 2018
December 20, 2018
Round 2
November 19, 2018
January 18, 2019
Supplemental
January 21, 2019
May 14, 2019
10–14 business days after order has been placed
Summative ELPAC Test Material Ordering Windows are available on elpac.org on the Summative ELPAC Test Administration web page. You can access this web page at the hyperlink included on the bottom of this slide.
Test materials are ordered in TOMS.
You’ll notice that Round 1 and 2 ordering windows have already closed, but it’s not too late to place supplemental orders in TOMS.
If an LEA placed a Round 1 or Round 2 order, the LEA will be receiving 30 pre-slugged headers per school. The vendor has shipped out the last batch of pre-slugged headers starting January 17.
However, if the LEA did not place a Round 1 or Round 2 order, when they go to place a Supplemental order, only 5 GIS will be included in the LEA and Test Site Coordinator kits.
Additional (blank) GIS can be requested from CalTAC.
Summative ELPAC Test Administration web page
2018‒19 ELPAC Pretest Administration Workshop

28. Ordering Pre-Identification (Pre-ID) Labels
Pre-ID Labels Ordering Windows
Pre-identification, or Pre-ID, is the process of electronically identifying students through a bar-coded label rather than marking student demographic information on the Answer Book.
All LEAs have the option of ordering Pre-ID labels for all students identified as English learners, or ELs, in TOMS.
The Pre-ID labels are generated in TOMS via data received from CALPADS. If you feel the student information in TOMS is not current, update the student data in CALPADS and wait at least 24 hours for the update to be reflected in CALPADS before placing your Pre-ID labels order.
There are two ordering windows to order Pre-ID labels:
Round 1 labels should contain the LEA’s primary order.
Round 2 labels should be ordered only for those students who were enrolled after Round 1 labels were ordered or whose CALPADS data has changed since the Round 1 order.
IMPORTANT NOTE: Once the Round 2 Pre-ID ordering window closes, the LEA cannot order Pre-ID labels.
Additional information on the Pre-ID Labels Ordering Windows and deadlines are available on elpac.org or by selecting the hyperlink on this slide.
Round 1: January 2–April 11, 2019
Round 2: April 12–May 13, 2019
Summative ELPAC Test Administration web page
2018‒19 ELPAC Pretest Administration Workshop

29. Pre-ID Labels on Answer Books
“Place Student Barcode Label Here”
The Pre-ID label is to be placed on the Answer Book in the designated space that is marked with the “Place Student Barcode Label Here” instruction.
Please note that NO OTHER LABEL should be used or placed on the Answer Book, which means only the ETS-generated Pre-ID labels should be used.
If an LEA takes it upon itself to make its own labels or place the wrong label on the student’s Answer Book, it will cause a delay in scoring. You really want to emphasize the importance of this to staff that are handling the Answer Books.
Specific directions are located in the After Testing subsection of the Summative ELPAC Test Administration Manual.
2018‒19 ELPAC Pretest Administration Workshop

30. Handling Answer Books
Demographic Information Must Match California Longitudinal Pupil Achievement Data System (CALPADS)
This is a snipp of an Answer Book with some direction for you to share with staff that will be handling Answer Books.
The student’s demographic information must match what you have in CALPADS; otherwise, we will have difficulty identifying the student, and this will cause scoring delays.
The timing marks along the edge of the Answer Book MUST remain visible without additional marks because they provide information during scanning.
When the timing marks are covered or marked with pencil, the scanner cannot read what is on the page.
You’ll want to make sure your test examiners are aware of this so they can provide that direction to their students.
If the scanner cannot read the page, manual processing is required, which again, will delay scoring.
2018‒19 ELPAC Pretest Administration Workshop

31. Handling Answer Books (2)
DO NOT COPY
PLEASE NOTE: Answer documents SHOULD NOT be copied
All Answer Documents are itemized and have a unique code.
You will want to make sure your test examiners are aware of this so they can provide direction to their students.
If the scanner cannot read the page, manual processing is required, which again, will delay scoring.
2018‒19 ELPAC Pretest Administration Workshop

32. Returning Test Materials (1)
LEAs are encouraged to return completed Answer Books early to assist in the quality control process.
There is no need to wait until the entire LEA has completed testing.
We are encouraging all LEAs to return any completed, scannable Answer books as early as possible.
ETS performs a quality control process that require 5,000 Answer Books per grade/grade span. Why is this important to you?
Scoring and reporting start for everyone as soon as this threshold is reached and the quality control process is complete.
Returning materials early means scoring and reporting can start earlier for everyone.
Waiting to submit Answer Books until all LEA testing is complete is not necessary.
2018‒19 ELPAC Pretest Administration Workshop

33. Returning Test Materials (2)
LEAs must use United Parcel Service labels only on white return cartons.
May combine materials from schools
Sort and band by school and grade
Include correct Group Identification Sheet
Directions for returning these materials are provided in the Summative ELPAC Packing and Return Instructions web document
All secure, scannable test materials in white return cartons must be returned via United Parcel Service, or UPS, using the return label affixed to the white return cartons. Only use the UPS-generated labels.
An LEA may combine test materials from schools in a single carton, as long as the test materials are properly sorted and banded by school and grade, with the correct Group Identification Sheet on top of each grade.
Directions for returning materials are provided in the Summative ELPAC Packing and Return Instructions link above.
2018‒19 ELPAC Pretest Administration Workshop

34. Returning Test Materials (3)
Develop a process for tracking materials.
Provide return instructions for staff.
Notify ETS of return or local destruction.
Information on what materials can be securely destroyed are in the Summative ELPAC Packing and Return Instructions web document
Secure, non-scannable test materials and keep them on-site with the site ELPAC coordinator until the end of the testing window.
Tracking materials closely will assist in preventing a delay in scoring.
At the end of the testing window, all of the nonscannable test materials should be collected and LEAs have the option to do one of the following:
Securely destroy the test materials locally
Return secure, non-scannable test materials to ETS for secure destruction
If your LEA decides to locally destroy, you will be required to notify ETS through a certification process to be provided.
2018‒19 ELPAC Pretest Administration Workshop

35. elpac.org Highlights
The elpac.org website will be demonstrated to show how to navigate to various resources on the website and show what is new for the site.
Now, let’s take a minute to show what is available on the website so you can see some of these new features and pages. Review each of the menus:
You can get to the home page by selecting the [Home] menu or the ELPAC logo at any time.
The [About] menu is not new but does provide some background information about ELPAC.
The [Test Administration] menu is where you are going to find the bulk of your information about the assessments.
The [Resources] tab include access to practice tests, an archive of s that were send to ELPAC coordinators, Frequently Asked Questions, and some informational videos available in English and Spanish.
The [Opportunities] page gives you the opportunity to apply to participate in a number of activities related to ELPAC, including item writing, content reviews, bias and sensitivity reviews, and much more.
The [Training] tab is where you can find dates for both the Summative and Initial ELPAC Administration and Scoring Trainings. This is also where you will find any other ELPAC training opportunities, archived webcasts, and a link to the Live Webcast page.
Finally, you have the [Calendar] menu, which includes a link to the Planned System Downtime page. This will show you all the dates that TOMS will be down so that you can plan your administration activities accordingly.
One of the challenges with the structure of this website that I want to point out is that the main headers are also their own pages. This is not the most intuitive, and you may be missing information that is on some of these main pages.
For example, select [Resources]. If you had never selected that top [Resources] menu item, you may not be aware of the domain information sheets, fact sheets, or the parent guides to understanding.
We hope to change this structure in the future so it’s a little more intuitive for our users.
2018‒19 ELPAC Pretest Administration Workshop

36. What’s New for elpac.org?
Search feature
Chat feature
Initial ELPAC and Summative ELPAC
Score reporting
Known issues
Additional training
Archived webcasts
A new search function has been added. You can access it at the top right of the web page. We hope this helps you to better find resources and information that are available.
A new chat feature is on the elpac.org website landing page. You can now either call, , or chat with CalTAC.
We’ve built out the [Test Administration] menu so you now have pages for both assessments, Initial and Summative.
Also under the Test Administration menu, you can find a page for Score Reporting and Known Issues.
The [Training] menu includes new information about additional training and access to archived webcasts that you can view at any time.
All of these new pages were added over the past year.
Those of you who are familiar with CAASPP will likely notice some similarities between the two websites. This was purposeful since we know a majority of you are responsible for both programs and could benefit from the familiarity.
2018‒19 ELPAC Pretest Administration Workshop

37. TOMS User Roles User roles in TOMS: LEA ELPAC coordinator
Site ELPAC coordinator
ELPAC test examiner
LST correspondence administrator
LST data entry staff
The User Roles Guide offers a guide to the responsibility for each role as well as the level of access granted for each user role in TOMS.
The User Roles Guide can be found on or through the link in the slide.
Be sure to review if you are uncertain as to which role is appropriate for staff.
A guide to the roles, responsibilities, and access in TOMS can be found on the ELPAC Access to TOMS web document
2018‒19 ELPAC Pretest Administration Workshop

38. TOMS Guide for the ELPAC web document
ELPAC TOMS
TOMS is a secure website where coordinators can perform a variety of tasks related to the assessments. You can access TOMS from the elpac.org website using the [TOMS] button on the right side of the page.
This process is very similar for ELPAC and CAASPP.
Once in ELPAC TOMS, you will notice a difference in the user roles and the ordering/shipping of materials as ELPAC is currently a paper pencil test.
In the future, you can expect one instance of TOMS, meaning that you will be able to access all of your CAASPP and ELPAC functions in a single instance of TOMS, rather than toggling back and forth. Hopefully, that’s good news for those of you who are responsible for both programs.
TOMS Guide for the ELPAC web document
2018‒19 ELPAC Pretest Administration Workshop

39. TOMS Guide for the ELPAC web document
The TOMS Guide for the ELPAC is a manual that provides the necessary instructions for the LEA ELPAC coordinators and site ELPAC coordinators to manage users, order materials, and provide support to test examiners to perform the tasks for administering the ELPAC testing program.
This is where you can find everything you need to know about performing functions within TOMS.
TOMS Guide for the ELPAC web document
2018‒19 ELPAC Pretest Administration Workshop

40. TOMS User ID and Password
If you haven’t already, confirm that your user ID and password are active.
If you don’t remember your password, you can use the [Forgot Your Password?] link to reset your password.
If you are a first-time user, use the [Request one now] link to request an activation .
2018‒19 ELPAC Pretest Administration Workshop

41. Adding Users to TOMS
Once you have logged onto TOMS, there are two methods ELPAC coordinators and site ELPAC coordinators can use to add users:
One at a time through the user interface or
Bulk upload using a template.
To add users one at a time, you would select the [Add] button.
To add users all at once in a file, you would select the [Upload Users] button.
2018‒19 ELPAC Pretest Administration Workshop

42. Bulk User Upload Template
Shown here is the blank bulk upload template.
When using the bulk upload method, you can use a blank template or modify a file of previous users. For those of you with a lot of users, saving this file locally can be a time saver so that you can modify and reupload rather than starting from scratch.
Once you select the [Upload Users] button in TOMS, there will be an option to download the spreadsheet template. The template includes some validation to help you with validating the file.
The ELPAC TOMS Adding Users Quick Start Guide—located on elpac.org or by selecting the hyperlink on this slide—provides step-by-step directions on adding users one at a time or by bulk upload.
ELPAC TOMS Adding Users Instructions Quick Start Guide web document
2018‒19 ELPAC Pretest Administration Workshop

43. TOMS View and Edit Organizations (1)
Verify organization information.
Addresses are important!
Under [Organizations], you can view and edit specific information about your organization by selecting the [Organizations] button and typing at least one character in the Organization Name field or in the Organization Code field before you select the [SEARCH] button.
This is where you will verify the addresses for your organization, update them, or both, and in the next couple of slides, I will tell you why that is so important.
2018‒19 ELPAC Pretest Administration Workshop

44. TOMS View and Edit Organizations (2)
This screenshot shows what is will look like once you have found your organization using the search.
This shows a demo LEA, but when you do the search, your organization will display. Select the [Pencil] icon under Actions to review information and make updates if needed.
2018‒19 ELPAC Pretest Administration Workshop

45. TOMS View and Edit Organizations (3)
The general-information tab lists your organizational profile, including
the name of your LEA;
the county/district/school, or CDS, code; and
your status as Active, as long as the LEA has not closed.
You’ll notice these fields are grayed out and you cannot make changes on the [General Info] tab. This information is provided by the CDE.
2018‒19 ELPAC Pretest Administration Workshop

46. TOMS Addresses (1)
Select the [Addresses] tab to update the billing address, reporting shipping address, and primary shipping address.
Notice your organization mailing address is provided by the California School Directory and can only be changed by your California School Directory coordinator.
2018‒19 ELPAC Pretest Administration Workshop

47. Addresses to update TOMS Addresses (2) Organization billing address
In the [Addresses] tab, you will have the option of specifying these three types of addresses are the same as your organizational mailing address or providing a new address.
Each of these addresses is for a different function, and it’s important that you verify or update to make sure materials and billing information go to the correct address.
Organization billing address
Organization reporting shipping address
Organization primary shipping address
2018‒19 ELPAC Pretest Administration Workshop

48. Billing Address
The organization billing address is used for all billing, such as Pre-ID labels or excessive material orders.
The organization billing address must be a physical address and cannot be a post office box.
You should provide this address if it is different from your shipping address to ensure invoices go to the appropriate address for your LEA.
2018‒19 ELPAC Pretest Administration Workshop

49. Reporting Shipping Address
The organization reporting shipping address must be a physical address.
You should enter an address here if you would like your SSRs shipped to a different location than your primary shipping address.
If you would like your SSRs to be sent to your primary shipping address, you should select the Same as Primary Shipping Address box.
2018‒19 ELPAC Pretest Administration Workshop

50. Primary Shipping Address
The organization primary shipping address is a physical address that ETS will use to ship your materials.
This address must be a physical address that allows you to accept printed testing materials and cannot be a post office box.
You can also elect to receive freight shipment in this section.
It’s important that you confirm that your shipping address can receive freight shipments prior to selecting this option. Freight means that your testing materials will come in boxes on a pallet, and many LEAs do not have the capacity to move or receive a pallet of materials at a loading dock.
2018‒19 ELPAC Pretest Administration Workshop

51. Placing Supplemental Orders
If your LEA requires additional materials, the order can be placed during the supplemental ordering window, January 21 through May 14.
Supplemental orders are placed in TOMS by navigating to the [Place Suppl. Orders] button.
You can access the ELPAC TOMS Supplemental Materials Ordering Instructions Quick Start Guide shown at the link on this slide for a step-by-step instructions on how to place a supplemental order.
ELPAC TOMS Supplemental Materials Ordering Quick Start Guide web document
2018‒19 ELPAC Pretest Administration Workshop

52. Placing Supplemental Orders Template
This is the Supplemental Materials Order Template. You do not have the option to upload your order via a prepopulated template as in the Round 1 and Round 2 materials order windows.
You will need to enter a number in the Quantity field for each appropriate item that you would like to order.
The supplemental materials order template allows for nonrounded, singular or specific, quantity orders. For instance, if you need one Answer Book, two Test Books, and three Examiner’s Manuals for a specific or varied grades, you may order them on this template.
During the supplemental materials order window, you also have the option to place an order through the California Technical Assistance Center (CalTAC).
2018‒19 ELPAC Pretest Administration Workshop

53. Technology Requirements for the Listening and Speaking Domains
The audio recording for the Listening domain can only be accessed using the secure TOMS website.
For the best performance, your test examiners should download the latest version of one of the supported web browsers.
Test examiners should play the sample audio a few days before the actual administration to make sure the speakers they are using are loud and clear for the students to understand the test questions.
The Test Administration Manual provides information on the requirements for the Listening and Speaking domains, audio file troubleshooting, as well as how to proceed in the event there is a disruption to the audio playback.
The Test Administration Manual is located on
2018‒19 ELPAC Pretest Administration Workshop

54. Test Security
Refer to best practices for test security in the ELPAC Test Administration Manual web document.
Review best practices for test security with test examiners before testing.
Report security incidents to the California Technical Assistance Center (CalTAC) at within 24 hours.
Complete the ELPAC Testing Irregularities and Security Breach Report Form web document
As the ELPAC coordinator, you are responsible for overall test security. We recommend that you become familiar with the different test security scenarios and test security procedures.
The ELPAC Test Administration Manual for the Summative ELPAC includes a section called Report Testing Irregularities and Security Breaches.
Once you are familiar with the test security procedures, you are ready to train your test examiners on what to keep an eye out for and what to report to you.
2018‒19 ELPAC Pretest Administration Workshop

55. Security Practices for Test Examiners
Review the Report Testing Irregularities and Security Breaches section of the ELPAC Test Administration Manual web document.
Report testing irregularities and security breaches to the LEA ELPAC coordinator.
[Insert LEA ELPAC coordinator contact information.]
These next few slides on test irregularities and security breaches are written so you can use them to train test examiners.
You are welcome to cut and paste these slides into your own training for test examiners.
You’ll notice here that we tell them it is required that they report incidents to the ELPAC coordinator, and there’s a spot for you to insert your contact information.
2018‒19 ELPAC Pretest Administration Workshop

56. Testing Irregularities
Testing irregularities include, but are not limited to, the following:
Cheating by student
Not following test administration directions
Rushing or coaching students
Testing the wrong grade
Writing on the Answer Book (making it unscorable)
Leaving instructional materials on the wall
Providing unapproved supports
Listed here are a number of fairly common testing irregularities. More details about each of these are provided in the Test Administration Manual along with some common scenarios.
Most of these are self-explanatory, except maybe the final bullet.
Any additional materials or tools must be specified in an IEP or Section 504 plan.
2018‒19 ELPAC Pretest Administration Workshop

57. Security Breaches
Security breaches include, but are not limited to, the following:
Using electronic devices during testing
Posting pictures on social media
Missing test materials
Copying or photographing test materials
Providing access to test materials (outside of testing)
Reviewing student answers
This slide lists a number of security breaches.
This list is not exhaustive, and more details are included in the Test Administration Manual.
Most of us are aware that students should not be using electronic devices during testing, but this also includes staff.
Over the years, we’ve had plenty of reports of unsuspecting teachers taking a picture of their class during testing.
Other security breaches include:
Posting pictures of test materials on social media sites
Missing test materials
Copying or taking a photo of any part of the test materials
Permitting eligible students access to test materials outside of the testing periods or allowing test examiners to take materials home
Developing scoring keys or reviewing any student responses
Early on in the presentation, we talked about the required Test Security Agreements and Affidavits. All of these incidents are listed on the Security Affidavit as well. Having your test examiners complete the Security Affidavit is a good way to make sure they are aware of the security procedures.
2018‒19 ELPAC Pretest Administration Workshop

58. Frequently Asked Questions
ELPAC Frequently Asked Questions, or FAQs, are listed questions and answers about commonly asked content.
The FAQs content is located on elpac.org under the [Resources] tab or by selecting the hyperlink above.
Frequently Asked Questions (FAQ)
2018‒19 ELPAC Pretest Administration Workshop

59. Videos and Archived Webcasts
LEAs can find video and webcast resources for the ELPAC by selecting the ELPAC hyperlinks:
ELPAC Overview Video
Summative ELPAC Student Score Report Video
Introduction to the Initial ELPAC for Parents Video
ELPAC Post-Test Webcast: Accessing Scores, Reports, Resources, and Tools
ELPAC Local Scoring Tool (LST) Archived Webcast
ELPAC Test Operations Management System (TOMS) Archived Webcast
ELPAC Videos
ELPAC Archived Webcasts
2018‒19 ELPAC Pretest Administration Workshop

60. Q&A This is a questions section divider.
2018‒19 ELPAC Pretest Administration Workshop

61. Support California Technical Assistance Center (CalTAC)
CalTAC is available to support all LEA ELPAC coordinators!
If you need assistance or have questions, please contact CalTAC:
Monday-Friday from 7 am – 5 pm Pacific Time
Phone:
ELPAC Portal:
Online: Chat now
This is a support section divider.

62. We Want Your Feedback! Pretest Workshop Evaluation
2018‒19 ELPAC Pretest Administration Workshop

63. Resources (1)
ELPAC Regulations - The California Department of Education ELPAC web page
California’s 2012 English Language Development Standards web page
ELPAC Forms web page
Initial ELPAC Estimated Testing Times web page
Summative ELPAC Estimated Testing Times web page
Initial ELPAC Test Administration Manual web document
Initial ELPAC Fact Sheet web document
How to Complete the Initial ELPAC RSVP Quick Reference Guide web document
This is a resources slide.

64. Resources (2) RSVP for the Initial ELPAC web document
The Correction of Classification Process web document
ELPAC LST Reports web document
Initial ELPAC sample SSR web document
LST Export Student Data File Layout web document
ELPAC Practice Tests web page
Summative ELPAC Test Administration Manual web document
ELPAC Assessment Fact Sheet web document

65. Resources (3) Summative ELPAC Test Administration web page
ELPAC Access to TOMS web document
TOMS Guide for the ELPAC web document
ELPAC TOMS Adding Users Instructions Quick Start Guide web document
ELPAC TOMS Supplemental Materials Ordering Quick Start Guide web document
ELPAC Testing Irregularities and Security Breach Report Form web document
Frequently Asked Questions (FAQ)
ELPAC Videos
ELPAC Archived Webcasts