CalSAAS User Role FAQs

CalSAAS user roles are created and managed by the monitoring authority of the school. For charter schools authorized by the district, contact the school district that serves as the monitoring authority. For charter schools authorized by the county, contact the County Office of Education that serves as the monitoring authority. For charter schools authorized by the State Board of Education, contact the Commission on Teacher Credentialing, Assignment Unit at CalSAAS@ctc.ca.gov.

The charter school’s monitoring authority is ultimately responsible for making determinations for the charter school exceptions. The law does allow district monitoring authorities to seek guidance from their County Office of Education regarding their charter school exceptions. However, COEs are not responsible for anything further. 

Note, if the district and county have an agreement that the County Office of Education may assist in the assignment monitoring process, then the CalSAAS user at the county should have a CalSAAS District User role with the district-authorized charter school(s) assigned in their workload. The district-authorized charter school(s) should NOT be added to a COE User or COE Admin role in CalSAAS. Adding the charter school to the COE user work assignments inhibits final submission to CTC, as this is not how the system was designed to function. District monitoring authority users remain responsible for submitting final determinations to CTC.

If the new school is in the user's scope but not assigned to the user’s workload, the exceptions associated to this school will viewable only in the “All” exception screen.

New schools are not automatically added to a user’s workload assignments when a new monitoring cycle begins in CalSAAS. The monitoring authority (MA) is responsible to ensure that all schools within a user’s workload are appropriately assigned. The process for an Admin user to add a school to a user's workload through the "User Assignments" Screen is as follows:

1. Navigate to the Admin Tab.
2. Under "Administration Features", click on "User Work Assignments".
3. Locate the user who needs the site added to their workload.
4. Select the box associated to the school.
5. Click "Save".

Schools that were not active on census date are not listed in the exceptions screens or dashboards within CalSAAS. However, closed schools, merged schools, or schools that changed monitoring authorities may still display in the User Assignments screen if users were previously associated with the school. This usually occurs if the user’s account was created before this current monitoring cycle and before the school closed, merged, or changed monitoring authorities. Closed schools cannot be removed from the User Assignments screen entirely, but they may be removed from the user’s workload.

Monitoring authorities are responsible for managing a user’s workload. The process for an Admin user to remove a school from a user’s workload through the “User Assignments” Screen is as follows:

1. Navigate to the Admin Tab.
2. Under "Administration Features", click on "User Work Assignments".
3. Locate the user who needs the site removed from their workload.
4. Deselect the box associated to the school.
5. Click "Save".

Administrative user roles, including COE Admins and District Admins, have access to oversee user roles within their scope in the Manage Users screen. If an individual no longer needs access to CalSAAS for a specific entity, then the user role associated to that entity should be "deleted" from the system. Some users, such as individuals working for a charter school organization with multiple sites, may have multiple user roles associated to a single email address in CalSAAS. Deactivating a user's role disables all user roles associated with the email address and the user cannot log into CalSAAS at all. This can be problematic for those individuals as they must have a separate user role for each site. Deleting a user's role ensures that the user will still have access to the system and their other roles. If a user's role was deactivated when it should have been deleted, the Admin user can reactivate the role and then delete it.