Considerations for Locking Student Records

What follows are rules about locking student demographic information, student grades, test settings, and test assignments:

The student’s primary language for testing, ELAS for testing, and date of birth for testing are locked in TOMS upon receiving the first test started events from the Summative ELPAC or the Summative Alternate ELPAC.
The student’s special education status associated with testing is locked at the student level when the first CAASPP (Smarter Balanced or CAAs), Summative ELPAC, or Summative Alternate ELPAC is started. The locked value is represented by the Special Education Status for Testing field.
- The Special Education Status for Testing field is not locked when the Initial ELPAC or Initial Alternate ELPAC is started.
- Because student test settings are associated with the CALPADS Special Education Status field, accommodations—embedded and non-embedded—are not locked. These settings can be updated between tests, even if the Special Education Status for Testing field is locked.
- Once a student starts testing, the student’s test assignment cannot be changed from a general assessment to an alternate assessment or from an alternate assessment to a general assessment. In the event that an LEA needs to change the test assignments for the student(s), the LEA ELPAC coordinator must contact the LEA CAASPP coordinator or vice-versa to reset all the tests or domains that were started or completed. Once all the tests or domains are reset, the LEA must ensure tests assignments are appropriately selected for the student.
A student is prevented from taking multiple summative assessments across multiple grade levels or grade spans. The Assessed Grade, Alternate Assessment, Domain Exemption, IEP, and Primary Disability fields are locked at the student level when the first CAASPP, Summative ELPAC, or Summative Alternate ELPAC is started. The Grade field lock applies to the CAASPP, Summative ELPAC, and Summative Alternate ELPAC.
The locks are not applied on the Initial ELPAC or Initial Alternate ELPAC unless all test parts are completed and an ELAS has been generated.
NOTES:
- To unlock any of the locked fields, the LEA coordinator must submit a Reset Appeal for all the assessments or domains in which the student started or completed testing.
- The student’s assessed grade level in TOMS will match the CALPADS grade level at the time of the reset. This is the grade-level assessment the student will be assigned when the student resumes testing. The student’s assessed grade level determines whether a test previously reset can be requested for Restore. A student who tests outside of a grade band (e.g., the student tested in grade six but is in grade five) will need to retest. Changes to student demographic data, such as birth date, name, or primary language, can be restored without needing to retest.
An Initial ELPAC Appeal cannot be submitted or processed—either approved or rejected—when a student’s valid Summative ELPAC registration is available in TOMS and the student has started testing for at least one domain of the Summative ELPAC.
Summative ELPAC or Summative Alternate ELPAC registrations cannot be created in TOMS if any STAIRS Appeal(s) for the Initial ELPAC or Initial Alternate ELPAC require processing. All Appeals for the Initial ELPAC must be completed before student(s) start testing for the Summative ELPAC.
If student(s) have started testing for the Summative ELPAC and the LEA needs to submit an Appeal for an Initial ELPAC domain assessment taken by the student(s), the LEA must first submit Reset Appeal(s) in STAIRS for all the domains for the Summative ELPAC where the student(s) have started or completed testing. The Appeal(s) for the Initial ELPAC can be submitted only after all Appeals for the Summative ELPAC have been processed.