Why Is a Student Missing from TOMS?
Troubleshooting for students who are absent from TOMS, appear under the wrong ownership, or are present without the expected assessment settings.
Those symptoms have different causes and different correction paths.
Identify the Symptom
| Symptom | Start here |
|---|---|
| The student cannot be found in TOMS. | Review current enrollment and CALPADS special education eligibility. |
| The student is in TOMS, but accommodations or supports are missing. | Review SIRAS Current assessment data and the most recent API/batch result. |
| The student is present under the wrong LEA or school. | Review enrollment/ownership and coordinate with the applicable CALPADS/TOMS staff. |
| The wrong testing program or alternate mode appears. | Review the team decision, SIRAS assessment participation, and the transmitted file/API values. |
Recently Completed Initial Evaluation
A student who recently became eligible may not appear in TOMS immediately. The finalized meeting must produce the applicable Current SIRAS information, the reportable records must reach CALPADS, and the resulting data must become available to TOMS.
- Confirm that the initial meeting is completed.
- Confirm the parent response and participation status.
- Confirm that the resulting SWDS, MEET, PLAN, and SERV information was archived and submitted as applicable.
- Allow normal system-processing time before escalating the issue.
Confirm CALPADS Eligibility and Enrollment
For a currently eligible and participating student, CALPADS generally must show a current [1] Eligible and Participating SWDS status aligned with a current enrollment. A future enrollment does not establish the student for current testing.
- Confirm the SSID.
- Confirm current—not future—enrollment in the appropriate LEA and school.
- Confirm the current SWDS status and supporting MEET, PLAN, and SERV records.
- Resolve rejected or missing CALPADS transactions.
When the CALPADS history is incomplete, authorized SEDS staff may need to reconstruct and submit the appropriate records. See User Access Roles and Permissions for the staff roles involved.
Student Is Present but Settings Are Missing
- Review Student Info → Assessment Info.
- Confirm that the expected values are Current, not only proposed in an open or unaccepted meeting.
- Confirm the correct CAASPP, CAA, ELPAC, or Alternate ELPAC participation.
- Review whether a later district batch upload replaced an individual API adjustment.
- Use the API query to compare SIRAS and TOMS.
Use TOMS API for SIRAS for student-level comparison and correction.
API or Batch Update Was Rejected
- API failure: retain the exact response and use TOMS API for SIRAS.
- Batch-file failure: retain the TOMS result/error file and use Exporting TOMS CAASPP/ELPAC Data from SIRAS.
- CALPADS transaction rejected without an error displayed in SIRAS: use CALPADS Submission Log Help.
- General error investigation: use Process for Error Resolution.
Resolve and Verify
- Correct the authoritative source: enrollment, CALPADS special education record, SIRAS assessment data, or TOMS credentials/settings.
- Submit or resend the applicable data.
- Allow the appropriate processing time.
- Confirm that the student is present under the correct LEA and school.
- Verify the final participation, supports, and accommodations in TOMS.
Confirm the final student record directly in TOMS.
