TOMS user roles become active; prior-year roles deactivate

In Plain Language: On July 7, current-year roles become available and prior-year roles deactivate. Reauthorize only personnel with a current job need, correct organization/site, completed requirements, and named approver.

Why this matters

Blindly copying last year preserves excessive access; waiting until testing creates emergencies. TOMS roles also govern access to student PII, CERS, secure content, and other systems.

Primary ownership

Primary owner: LEA CAASPP/ELPAC coordinators. Partners: HR, site coordinators, technology/identity management, privacy/security, supervisors, and program owners.

From prior-year roles to reauthorized TOMS access: the SDLA ITO workflow

After the July 7 rollover, each person's access should reflect a current job need and a named approver. This SDLA ITO (Input, Transformation, Output) graphic shows how the prior-year user list, supervisor approvals, and the new 2026–27 roles become the approval matrix, the current role list, and the access test and review records.

SDLA ITO: eleven steps from the prior-year user list, supervisor approvals, and the new 2026–27 roles, through review, reauthorization, forms and training, and access testing, to the approval matrix, the current role list, and the access test and review records. — **Read down each column, then move to the next:** Input identifies what to collect; Transformation covers review, reauthorization, forms and training, and access testing; Output covers the approval matrix, the current role list, and the access test and review records. Activate coordinator roles first, then assign site and operational roles by need.

Open the full-size workflow graphic

Operational workflow

Export/review prior users before rollover and obtain current supervisor approvals.
After July 7, activate coordinator roles first, then assign site and operational roles by need.
Require current security forms and training before secure work.
Test access without sharing credentials; resolve site/organization errors.
Run recurring user reviews and promptly remove access after role changes.

Implementation pathway

Prior-year review

Rollover

Reauthorize

Forms/training

Test access

Ongoing removal

Evidence to retain

Prior-user export
Approval matrix
Current role list
Forms/training proof
Access tests and periodic reviews

Official guidance and help

July 2026 CAASPP CommunicationOfficial rollover date and security reminder
TOMS ResourcesCurrent role instructions
Test SecurityCurrent forms and controls

Source review completed August 30, 2026. Verify current California requirements, CAASPP and ELPAC manuals, live system status, local policy, pupil records, and final system state before acting.