Roster-Student Groups Extract

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.
Download	Downloads 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 Status	View the status of any uploaded file, including upload errors.

Report Output

Field #	Data Element	Description	Table field Name	Max Length	Field Type	Operational Key	Required
1	Group Name	Name of the group (must be unique per school).	[S_CA_GROUP_ROSTER_UPLOAD_S]GroupName	20	String	NA	Yes
2	School ID	The school identifier (CDS code).	[S_CA_GROUP_ROSTER_UPLOAD_S]SchNaturalId	14	Integer	NA	Yes
3	School Year	The selected school year. Four-digit school year (2021 represents the 2020–21 school year).	[S_CA_GROUP_ROSTER_UPLOAD_S]SchoolYear	4	Integer	NA	Yes
4	Subject Code	The Subject Name(e.g., ELA, Math, ELPAC) or ALL.	[S_CA_GROUP_ROSTER_UPLOAD_S]SubjectCode	14	String	NA	Yes
5	Student SSID	Student’s unique identifier within the district.	[S_CA_GROUP_ROSTER_UPLOAD_S]StudentSSID	10	Integer	NA	Yes
6	Group User Login	The email address of one or more users who have permission to access the group’s assessment results.	[S_CA_GROUP_ROSTER_UPLOAD_S]GroupUserLogin	NA	NA	NA	Yes