Rosters: Guide to Rostering Students & Teachers
Fall 2019 Rostering
Step 1: Download Spring 2019 Rostering & User Access File
Over the course of the past academic year, the Catholic Schools Office partnered with you to ensure that each school's student and faculty data were set for testing and reporting purposes within the NWEA administrative portal. To help you prepare for next year, NWEA exported all of the existing rostering and user access data from the 2018-19 academic year.
We worked to separate this data into individual school files. Each school will receive their Spring 2019 rostering and user access files at the end of July.
Step 2: Update Rostering File
The layout of the rostering template is determined by NWEA. All of the data must adhere to specific guidelines in terms of the header rows (e.g., order, titles, etc.) and formatting (e.g., gender coded as F as opposed to female). Please leave the header row as it appears and simply focus on filling data into each column. Columns that are currently left blank (e.g., Previous Instructor ID) can be left empty and do not need to be completed.
As you begin to compile the rostering file, it is helpful to focus on the NWEA reports that need to be generated next year. How should your reports be organized? By homeroom? By grade? By class? As you consider these questions, you can then organized the student-teacher-class associations to ensure that these reports can be successfully created.
On the roster file, each student needs to be associated with one teacher and a corresponding class. If more than one teacher needs access to a particular class, then all of the students need to be listed on the spreadsheet for a subsequent time and then connected to the new teacher. For reference, you can download an example of a completed NWEA roster file for a sample school in the Archdiocese of Boston.
Step 3: Student Ethnic Group Categories
For the column marked "Student Ethnic Group" the official categories within NWEA are as follows:
American Indian or Alaskan Native
Black or African American
Hispanic or Latino
Native Hawaiian or Other Pacific Islander
You can view a completed set of student ethnic data on the NWEA roster file for a sample school in the Archdiocese of Boston.
Step 4: IDs for Current & New Students/Teachers
All of the student and teacher IDs must be gathered from the shared roster for Spring 2019. While you may use different IDs at the school level, it is critical that this data match the information currently within in the NWEA administrative portal. It will ensure that each existing student/teacher profile is appropriately updated. Please do not make any changes to the existing student and teacher IDs.
In the event that you have a student transfering from another Catholic school in the Archdiocese, please write "TRANSFER" in the ID column. We will work to ensure that this student is properly connected to your school in the fall and that teachers are able to access previous assessment data.
For all other new students and teachers you add to the rostering file, please leave the ID field blank. The Catholic Schools Office will generate a unique ID number for new students and teachers. This process will ensure that every new student and teacher in the Archdiocese receives a unique ID number.
Once your rostering file is updated, please update your user access file to ensure the correct personnel have access to your school's data. This file contains a list of all current users who have access to your portal. You can use this opportunity to assign specific roles (e.g., administrator, proctor, instructor) to users and remove access to NWEA data.
Once your rostering and user access files are updated, please email them to firstname.lastname@example.org. We will review the files for accuracy and potential data issues. We will follow up with schools as needed through email.
To ensure that we are well situated for the next stage of the work, schools are asked to submit rosters and user access files by August 23, 2019. It is important to note that this date is firm due to the time-intensive nature of the rostering process. Schools that submit rosters after the deadline may not be able to begin testing on September 3, 2019.
Image Credits: Thanks to St. Rose and Mission Grammar for sharing schools images via Twitter!