Roster Settings

Rosters are groups of students. Each user-defined Centralized Reporting roster is associated with a teacher, as well as with a single administrative year. They typically represent entire classrooms in lower grades, or individual classroom periods in upper grades. They can also represent any group that is meaningful to users, such as students who need more instructional support or students who have tested out of their grade levels. A student may belong to more than one roster. Some reports provide performance data for the students within a roster or for a roster as a whole.

Depending on your permissions, you can add, edit, and delete user-defined rosters. Rosters are a great way to organize students, allow teachers to view their students’ performance, and allow users to compare the performance of different classes. Changes to rosters may take a few minutes to appear in reports.

When creating rosters, follow the guidelines below:

• Rosters should ideally include about 25–30 students. If a roster is too large or too small, it may affect the credibility and usefulness of the data available in reports.

• When naming rosters, use a clear and consistent naming convention that indicates the grade, roster name, teacher, and/or period as applicable. For example, an elementary school class roster may be named “Gr3Jones24-25” and a secondary school class roster may be named “AikenPeriod3Eng9A24-25”.

A few restrictions to be aware of when creating rosters:

• Each user-defined roster can only be associated with one school.

• You can only add students who are enrolled in the school or district associated with your user account.

Adding a Roster

You can create new rosters one at a time.

1. From the Features & Tools menu, select Add Roster. The Roster Manager window appears, showing the Add Roster form.

2. If necessary, select the district and school for the roster from the dropdown lists.

3. Enter a roster name.

4. To ensure that the roster is available in Centralized Reporting, keep the Reporting Roster dropdown list set to Yes.

5. Select a teacher name.

6. Decide how you want to add students:

   • Quick Roster tab (search adds students automatically, manually remove students to edit)

     • Use the Quick Roster tab to create a roster from a group of students. Once you select the search criteria, all students who meet those criteria are automatically added to the roster after you select Create Quick Roster. You can remove students manually by selecting next to individual students or select Remove All from the top of the grid. Selecting Save creates your roster.

   • Student Search tab (search finds students that you add and remove manually)

     • Use the Student Search tab for a more traditional search function, including the option to find specific students by ID or name. After you return results, select to add individuals or select Add All from the top of the grid.

   To return fewer students, limit your search by adding more criteria. Expand the Additional Fields section to add student information criteria as available.

7. Optional: After results appear under Selected Students, change the information that displays about students.

   • Show more information dropdown: Select or clear additional columns under Available/Selected Students grids.

     Selecting Former Students shows students who are no longer associated with the school in italics with the date they left the school. You can still add these students to your class. Once a student has been added to a class, the student will remain in the class even if the student is no longer enrolled in the school.

   • Use the Filter field to limit students to those who match the text you enter.

     This keyword search only finds text in the grid. Be aware if you enter 11 to find students in 11th grade, any content with the text “11” will display. This could potentially pull in results you did not intend to find.

   • After you save, rosters may be changed from the Edit Rosters screen.

Viewing/Editing a Roster

You can view and/or modify a single existing roster by changing its name, changing its associated teacher, adding students, or removing students.

1. From the Features & Tools menu, select View/Edit Rosters. The Roster Manager window appears, showing the View/Edit Roster form.

2. Select the school year (if necessary), district, school, and roster type as needed for the roster you wish to edit. Optionally, select a teacher.

3. Select Search. Select View Results to view the results in your browser.

4. In the list of retrieved rosters, select for the roster whose details you want to view. The View/Edit/Export Roster window opens.

5. To add students, select Find Students. Select the Student Search tab to add individual students manually, or select the Quick Roster tab to add a group of students and then remove individual students who do not need to be on the roster. After you return results, select to add individuals or select Add All from the top of the grid.

   Note that each user-defined roster can only be associated with one school, so the search options do not include a way to search for a school.

6. To remove students, select next to an individual student or select Remove All from the top of the grid.

7. Select Save, and in the affirmation dialog box select Continue.

Uploading Rosters

If you have many rosters to create, it may be easier to perform those transactions through file uploads. This task requires familiarity with composing comma-separated value (CSV) files or working with Microsoft Excel.

1. From the Features & Tools menu, select Upload Rosters. The Roster Manager window appears, showing the Upload Rosters: Upload page.

2. Select Download Template on the right and select the appropriate file type.

3. Open the template file in a spreadsheet application, fill it out, and save it.

4. On the Upload Rosters: Upload page, select Choose File and select the file you created in the previous step.

5. Select Next. The Upload Rosters: Preview page appears. Use the file preview on this page to verify you uploaded the correct file.

6. Select Next to validate the file.

   Any errors or warnings are displayed on the Upload Rosters: Validate page. If a record contains an error, that record will not be included in the upload. If a record contains a warning, that record will be uploaded, but the field with the warning will be invalid.

   • To revise the file before uploading, select Upload Revised File.
   • To view a list of issues with the file, select Download Validation Report.
   • To continue with the upload regardless of errors or warnings, select Continue with Upload. The confirmation screen appears.

Table 14 provides the guidelines for filling out the Roster template that you can download from the Upload Rosters: Upload page.

Table 14: Columns in the Rosters Upload File.

Column Name	Description	Valid Values
District IDa	District associated with the roster.	Must exist in TIDE.
School ID	School associated with the roster.	School ID that exists in TIDE. Must be associated with the user uploading the file and the district ID. Can be blank when uploading district-level rosters.
Email Addressa	Email of teacher associated with the roster.	Email address of a teacher existing in TIDE.
Roster Namea	Name of roster.	Up to 255 alphanumeric characters.
SSIDa	Student's statewide identification number.	Up to nine numeric characters.
Action	Action column to add or delete students from the roster.	Add – adds student to roster. Delete – deletes student from roster.
aRequired field.