Roster Settings

Rosters are groups of students. Each roster is associated with a teacher. Rosters usually represent classes, but can represent any group that’s meaningful to users, such as students who need more instructional support. A student may belong to more than one roster. Some reports in CRS provide performance data for the students within a roster or for a roster as a whole.

Depending on your permissions, you can add one roster at a time, modify a roster, or use uploads to add or modify multiple rosters at once in Centralized Reporting System (CRS). Changes to rosters may take a few minutes to appear in reports.

Adding a Roster

You can create new rosters one at a time from students associated with your campus or district.

To add a roster:

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

2.In the Search for Students to Add to the Roster panel, do the following:

a.If you're a user at the district level, then in the Campus drop-down list, select the campus for the roster.

b.Optional: In the TSDS Number, Student's Last Name, and/or Student's First Name fields, enter information about a particular student you want to add.

c.Optional: In the Enrolled Grade drop-down list, select the grade levels for the students in the roster.

d.Optional: In the Advanced Search panel, select additional criteria:

i.From the Search Fields drop-down list, select a criterion type. A set of related fields for that criterion type appear.

ii.In the related fields, select the additional criteria.

iii.Click Add.

iv.Optional: To remove the added criteria, mark the checkboxes for those criteria and click Remove Selected. To remove all additional criteria, click Remove All.

e.Click Search. The Add Students to the Roster panel shows settings for the roster, a list of retrieved students (Available Students), and a blank Selected Students list.

3.In the Add Students to the Roster panel, do the following:

a.In the Roster Name field, enter the roster name.

b.From the Teacher Name drop-down list, select a teacher.

c.To add students, do one of the following in the list of available students:

To move one student to the roster, click for that student.
To move all the students in the Available Students list to the roster, click Add All.
To move selected students to the roster, mark the checkboxes for the students you want to add, then click Add Selected.

d.Optional: To remove students, do one of the following in the list of students in this roster:

To remove one student from the roster, click for the student.
To remove all the students from the roster, click Remove All.
To remove selected students from the roster, mark the checkboxes for the students you want to remove, then click Remove Selected.

4.Click Save, and in the affirmation dialog box click Continue.

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.

To modify a roster:

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

2.In the Search for Rosters to Edit panel, select the district, campus, and roster type for the roster you wish to edit. Optionally, select a teacher.

3.Click Search. A search results pop-up appears. Click View Results to view the results in your browser. A list of retrieved rosters is generated.

4.In the list of retrieved rosters, click for the roster whose details you want to view. The View/Edit/Export Roster window opens. This form is similar to the form used to add rosters.

5.Optional: To find students to add to the roster, use the Search for Students to Add to the Roster panel as follows:

a.If you're a user at the district level, then in the Campus drop-down list, select the campus for the roster.

b.Optional: In the TSDS Number, Student's Last Name, and/or Student's First Name fields, enter information about a particular student you want to add.

c.Optional: In the Enrolled Grade drop-down list, select the grade levels for the students in the roster.

d.Optional: In the Advanced Search panel, select additional criteria:

i.From the Search Fields drop-down list, select a criterion type. A set of related fields for that criterion type appear.

ii.In the related fields, select the additional criteria.

iii.Click Add.

iv.Optional: To remove the added criteria, mark the checkboxes for those criteria and click Remove Selected. To remove all additional criteria, click Remove All.

e.Click Search. The Add Students to the Roster panel shows settings for the roster, a list of retrieved students (Available Students), and a blank Selected Students list.

5.Optional: In the Add Students to the Roster section, do the following:

a.In the Roster Name field, enter a new name for the roster.

b.From the Teacher Name drop-down list, select the roster's new teacher.

c.To add students, do one of the following in the list of available students:

To move one student to the roster, click for that student.
To move all the students in the Available Students list to the roster, click Add All.
To move selected students to the roster, mark the checkboxes for the students you want to add, then click Add Selected.

d.To remove students, do one of the following in the list of students in this roster:

To remove one student from the roster, click for the student.
To remove all the students from the roster, click Remove All.
To remove selected students from the roster, mark the checkboxes for the students you want to remove, then click Remove Selected.

6.At the bottom of the page, click Save, and in the affirmation dialog box click 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.

To upload rosters:

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

2.On the Upload Rosters: Upload page, click Download Templates and select the appropriate file type (either CSV or Excel).

3.Open the template file in a spreadsheet application.

4.Using as a reference, fill out the template and save it.

5.On the Upload Rosters: Upload page, click Browse and select the file you created in the previous step.

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

7.Click Next to validate the file. Note that if your file contains a large number of records, CRS processes it offline and sends you a confirmation email when complete. While CRS is validating the file, do not press Cancel, as some of the records may have already started processing. Once validation is complete, any errors or warnings are displayed on the 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.

Optional: Click the error and warning icons in the validation results to view the reason a field is invalid.
Optional: Click Download Validation Report in the upper-right corner to view a log file listing the validation results for the upload file.

8.Do one of the following:

Click Continue with Upload. CRS commits those records that do not have errors.
Click Upload Revised File to upload a different file. Follow the prompts on the Upload Revised File page to submit, validate, and commit the file.

The Upload Rosters: Confirmation page appears, displaying a message about how many records were committed and excluded.

9.Optional: To upload another roster file, click Upload New File.

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 ID Corporation ID^j	District associated with the roster. Corporation associated with the roster.	6 digits. Must exist in TIDE, and must be associated with the user uploading the file. Up to 4 characters.
Campus ID^j	Campus associated with the roster.	9 digits. Must exist in TIDE, be associated with the district, and be associated with the user uploading the file. Must exist in TIDE, and be associated with the user uploading the file.
Teacher Email Address Examiner ID^j	Email of teacher associated with the roster.	Any standard email address. Must exist in TIDE. Email address of a teacher.
Roster Name Class Name^j	Name of roster.	Up to 120 alphanumeric characters. Up to 255 characters.
Student ID^j	Student's statewide identification number. State-assigned student identifier.	Up to 10 alphanumeric characters.
^jRequired field.