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Roster-Student Groups Extract

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Introduction

The Roster-Student Groups Extract ensures a secure automated process for submitting student groups (rosters) from PowerSchool SIS to the Smarter Balanced California Educator Reporting System (CERS).

After you view and verify the Roster content, use the Upload option to have the data uploaded automatically over the API. Setup details for Electronic Score Reporting connectivity are outlined in the State Reporting Setup portion of this online guide.

Selection Criteria

  • Students must not be excluded from state reporting.
  • Students' school enrollments must not be excluded from state reporting.
  • Students must not be enrolled in a school that is excluded from state reporting.
  • Students must be assigned an SSID.
  • Students must have a school enrollment with an enrollment status of 10 (Primary).
  • Students must be actively enrolled in one or more qualifying sections.
  • Sections must have a valid value set for the 'CAASPP Subject Area' field.  
  • Sections must be active in the selected school year and on the date that the roster file is being generated.

Access

You can upload Student Roster files to ETS/TOMS by navigating to:

Start Page > Special Functions > Student Assessment Rosters

On this page, you can generate, view, and download Student Group/Roster files.

It is recommended that you verify the content via the View and/or Download options before continuing on to the Upload option.

Report Input

Field

Description

Schools to process

Navigation: Start Page > Special Functions > Student Assessment Rosters

 Select all schools, or choose one or more individual schools for processing.

  • Name (School Number)
  • School Natural ID
View

Click View to see the data related to the selected school before deciding if you are ready to upload the data. If you choose to make additional changes, you should use this option again to verify your changes.

  • Group Name
  • School ID
  • School Year
  • Subject Code
  • Student SSID
  • Group User Login

Note: All sections where the 'CAASPP Subject Area' is one of the following values will be available for selection and processing:

    • Math
    • ELA
    • ALL

Users can choose to manually select 1 or more sections to be processed. If no selection is made, all displayed sections will be sent by default.

DownloadDownloads the roster data related to the school.
Upload

NOTE: Before choosing the 'Upload' option, the user should choose to 'view' and/or 'download' the results and verify the content.

Select the checkbox next to the school and click Upload to upload Student Roster files.
The selected schools and sections are uploaded to the state.

For each section, a complete set of records for the lead teacher as well as any additional teacher assigned to the section with one of the following roles: Co-teacher, Job-Share

  • A separate file is generated for each school and uploaded individually
  • The group name for each section is auto-generated using the following concatenated values:
    • School Year
    • Teacher Last Name
    • Teacher First Initial
    • Class Expression
    • Course Number
    • Section Number
Upload StatusView the status of any uploaded file, including upload errors.

Report Output

Field
#
Data ElementDescriptionTable field NameMax LengthField TypeOperational KeyRequired
1Group NameName of the group (must be unique per school).[S_CA_GROUP_ROSTER_UPLOAD_S]GroupName 20StringNAYes
2School IDThe school identifier (CDS code).[S_CA_GROUP_ROSTER_UPLOAD_S]SchNaturalId14IntegerNAYes
3School YearThe selected school year. Four-digit school year (2021 represents the 202021 school year).[S_CA_GROUP_ROSTER_UPLOAD_S]SchoolYear4IntegerNAYes
4Subject CodeThe Subject Name(e.g., ELA, Math, ELPAC) or ALL.[S_CA_GROUP_ROSTER_UPLOAD_S]SubjectCode14StringNAYes
5Student SSIDStudent’s unique identifier within the district.[S_CA_GROUP_ROSTER_UPLOAD_S]StudentSSID10IntegerNAYes
6Group User LoginThe email address of one or more users who have permission to access the group’s assessment results.[S_CA_GROUP_ROSTER_UPLOAD_S]GroupUserLogin NANANAYes











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