2023-24 Class Roster Collection Training and Important Dates

2023-24 Class Roster Collection Training Data Owner: Ryan Clark Oregon Department of Education 1

Agenda General Information Who/What to Submit Complex Situations Data Elements Submission Process Correcting Data Audits Resources Oregon Department of Education 2

General Information Important Dates Purpose What s New Oregon Department of Education 3

Important Dates Class Roster Collection Window Thursday May 2, 2024 Friday, June 28, 2024 Class Roster Audit Window Thursday July 11, 2024 Friday July 19, 2024 Class Size Validation: Thursday July 11, 2024 Friday September 20, 2024 Note: The last day to make changes to your Class Roster data is September 20, 2024 Report data for the entire 2023-24 school year: Summer Term (2023) Beginning the day after spring term ends, Fall Term (2023), Spring Term (2024) 4

Purpose The purpose of the class roster collection is to link students and teachers to the courses they are enrolled in and teaching respectively. Data are used on the: School and District At-A-Glance Profiles: Class Size Reports: Public Information Requests Other Federal/State Reports Research by ODE and Universities Oregon Department of Education 5

Whats New This Year? Validation ID 464 aka the leading zeros error, has been resolved! If the only difference between and IUID record and what has been submitted to Class Roster is leading zeros, then it should no longer trigger this error. Validation ID 733 has been broken up into four different errors to provide better feedback to the user of what the issue is. (New text of the 4 validations provided in the notes of this slide). Note Next year (2024-25) Class Roster will be renamed to Class Schedule, and we will see a number of changes including many validation changes and fields being removed from the collection. More on that next year! Oregon Department of Education 6

Who/What Needs to be Submitted? Courses Teachers Students Oregon Department of Education 7

Courses Type of School Needs to Report Does NOT Need to Report Courses lasting fewer than 10 days Breakout or supplemental courses Pre-K courses Courses lasting fewer than 10 days Study halls, student aide courses, or other non-instructional courses Same as Departmentalized Schools Elementary/Self-Contained (K-8) Only the homeroom courses Departmentalized Middle School/Jr. High and High Schools All instructional courses District-Level Programs All instructional courses (at the District level) Oregon Department of Education 8

Teachers Teachers must be reported if they have been teaching the class for at least 20 consecutive days. Note: For courses that last between 10-19 days, the teacher of that course will still need to be reported, even though that teacher did not teach 20 consecutive days. Oregon Department of Education 9

Students Students must be reported if they have been enrolled in the class for 10 or more days. Student enrollment periods should not be adjusted to account for temporary absences*. Students who withdraw and come back will have more than 1 record in Class Roster. This includes the 10 day drop rule and being enrolled elsewhere. Students receiving tutorial, shared-time, small group, or other instructional types DO need to be reported if they meet the other criteria for being reported. *Temporary absence would be something like a student being out sick, or a family vacation for less than 10 days. Oregon Department of Education 10

Reporting Examples Mrs. Brown teaches Kindergarten. Sally, Jose, and Tanya are in her class. Tanya only attends the first 9 days and then moves. Tanya would not be reported in this class because she was not enrolled for at least 10 days. Mr. Martinez teaches high school history and geography. He also teaches a one-week Oregon history course over the summer. The one-week course would not be reported because it is under 10 days. Mr. Lee teaches PE in the morning at his district s self-contained elementary school and then teaches PE in the afternoon at his district s departmentalized middle and high schools. Report at both the middle and high schools. This is optional to report at the elementary school because their self-contained homerooms were reported.

Complex Situations Team Teaching Long Term Subs Blended Classrooms Packet Curriculum Oregon Department of Education 12

Team Teaching IF: Both teachers teach for the full duration of the class (reported under one IUID) and have contact with the students at the same time. THEN: Report both teachers in Class Roster. Oregon Department of Education 13

Long Term Subs A substitute that is assigned to the class for at least 20 consecutive school days must be reported in Class Roster. If the original teacher returns before the end of the class, you will need to submit two sets of records for that teacher, one for each period of time they were teaching. Oregon Department of Education 14

Blended Classrooms Self-Contained courses that have multiple grade levels being taught in the same classroom should be submitted using course code 23012. Notes: The High Grade should be the highest grade of content that is being taught, and it should match the High Grade Code that was entered in the IUID record for the course. The Low Grade should be the lowest grade of content that is being taught, and it should match the Low Grade Code that was entered in the IUID record for the course. Oregon Department of Education 15

Packet Curriculum Packet Curriculum must be reported. Report the licensed staff member who is the teacher of record for the class. In this case, the teacher does not need to be providing direct instruction1. If the teacher is not providing direct instruction, they should be reported using the position code that best describes how they are employed ( e.g. School Counselor or Other Licensed Staff). 1 If the teacher is not providing content related instruction, then they are not providing the student direct instruction. Oregon Department of Education 16

Data Elements Oregon Department of Education 17

Data Element Breakdown IUID (Instructional Unit ID) = Courses SSID (Secure Student ID) = Students USID (Unique Staff ID) = Staff Members Class Roster Specific Elements Oregon Department of Education 18

Update Your Data Annually Before submitting any data to Class Roster, you need to make sure that data in your SSID and USID systems have been updated at some point on or after July 1, 2023. For the IUID system, you will need to create new IUID numbers for all the courses you plan to submit to the Class Roster collection. You cannot reuse IUID numbers from previous years. Note: Most of this data should already be updated through other collections. Ex: A staff member USID number would likely be updated when submitting to the Staff Position collection in the Winter. Oregon Department of Education 19

IUID Data Elements Data Element Name Field Name Column Instructional Unit Identifier (IUID) * ChkDigitInstrctUnitID* A* District Institution Identifier* DistInstID* B* School Institution Identifier* SchIInstID* C* School Section Identifier* SchlSectID* D* School Course Identifier* SchlCrsID* E* Course Code* CrsCd* F* Course Begin Date* CrsBeginDtTxt* G* Low Grade Code LoGrdCd AA High Grade Code HiGrdCd AB *Required When submitting Class Roster data through a File Upload, the IUID data elements must match what is in the IUID system 20

SSID Data Elements Data Element Name Field Name Column Secure Student Identifier (SSID)* ChkDigitStdntID* H* District/Local Identifier DistStdntID I Student Partial Social Security Number StdntSSN J Student Legal Last Name* StdntLglLNm* K* Student Date of Birth* StdntBirthDtTxt* L* Student Gender Code* StdntGndr* M* *Required SSID Data will auto-fill from SSID in Web Submission. For the File Upload method, 3 out of 5 demographic fields in SSID must match what is in your Class Roster file. 21

USID Data Elements Data Element Name Field Name Column Unique Staff Identifier (USID)* ChkDigitStfID* N* Employer Staff Identifier EmplyrStaffID O Teacher Partial Social Security Number StfSSN P Teacher Legal Last Name* StfLNm* Q* Teacher Date of Birth* StfBirthDtTxt* R* Teacher Gender Code* StfGndr* S* Position Code* PstnCd* T* *Required USID Data will auto-fill from the USID system in Web Submission. For the File Upload method, 3 out of 5 demographic fields in USID must match what is in your Class Roster file. 22

Class Roster Specific Data Elements Data Element Name Field Name Column Student Start Date* StdntStrtDtTxt* U* Student End Date* StdntEndDtTxt* V* Teacher Start Date* TchrStrtDtTxt* W* Teacher End Date* TchrEndDtTxt* X* Classroom ID* ClsRmID* Y* Class Period* ClsPrd* Z* *Required Oregon Department of Education 23

Student Start and End Dates Student Start Date: Date the student began receiving instruction for the IUID being reported. Student End Date: The weekday following the last day of enrollment in the class. Example: The last day of the course, and therefore the last day of the student s enrollment in the course is Friday June 7, 2024. The student end date in Class Roster would be Monday June 10, 2024. Oregon Department of Education 24

Teacher Start and End Dates Teacher Start Date: Date the teacher began administering instruction for the IUID being reported. Teacher End Date: The weekday following the last day the teacher administered instruction for the IUID. Note: If a substitute works less than 20 consecutive days, they would not be reported in Class Roster. You would simply report the original teacher even though a short term substitute covered the class. Oregon Department of Education 25

Class vs. Course In Class Roster there is a major difference between the terms Course and Class . When referring to a Course, we are talking about the subject, content, or curriculum taught in a Class. Whereas a Class refers to the same group of students and teachers learning/teaching one or more courses together. Any record in Class Roster that has the same School Institution ID, Classroom ID, and Class Period, will be grouped together into a class. 26

Classroom ID The Classroom ID should uniquely identify a room within the school for classes that are taking place within the school. Example: Room1A, Gym When multiple classes are occurring in the same room at the same time (and they are truly separate classes using different areas of a larger space), use an additional identifier at the end of the ID to distinguish between the classes. Example: Library1, Library2 When reporting a distance learning course using the web, use WEBONLY### Example: WEBONLY1, or WEBONLY001 Not as important now that the Online Course Flag was added to the IUID. 27

Class Period The Class Period must uniquely identify a class period. Example: Period1 or 5. The Class Period field accepts alphanumeric characters. Departmentalized instruction on A/B schedules: Periods between A and B must be uniquely identified. Example: 8 periods total (4 each day). Period1A, Period2A, Period3A, Period4A Period1B, Period2B, Period3B, Period4B Oregon Department of Education 28

Classroom ID and Class Period Tips Avoid Symbols such as dashes and commas because dashes can convert to dates in Excel and commas will cause the whole file to fail. Avoid Spaces because they can be difficult to see when reviewing your data. Avoid the letter E surrounded by numbers or 12 or more consecutive numbers because Excel may convert the value into scientific notation. Only use one Classroom ID and one Class Period combination per IUID. Allowed Not Allowed IUID Class Room ID Class Period IUID Class Room ID Class Period 104 Gym Per4 104 Gym Per4 104 Gym Per4 104 Gym BlockB 880 Gym Per4 104 Room104 Per4 880 Gym Per4 104 Gym Per4 29

Example 1 At Clover Pass Elementary School (Inst. ID 8813), Ms. Rose (USID 999000) teaches 3rd grade in Room 103. The course starts September 5, 2023, and ends December 15, 2023. Melissa Frank (SSID 111000) was a 3rd grader in Ms. Rose s Class. Ms. Rose was the teacher for the entire duration of the course. IUID DistInstID SchlInstID SchlSectID SchlCrsID CrsCd CrsbeginDtTxt LoGrdCd HiGrdCd 112233 8889 8813 3Rose HMRMELEM 23006 09052023 3 3 ChkDigitStdntID DistStdntID StdntSSN StdntlglLNm StdntBirthDtTxt StdntGndr 111000 789123 1234 Frank 09102014 F ChkDigitStfID EmplyrStaffID StfSSN StfLnM StfBirthdtTxt StfGndr PstnCD 999000 4566123 4567 Rose 05231984 F 8 StdntStrtDtTxt StdnEndDtTxt TchrStrtDtTxt TchrEndDtTxt ClsRmID ClsPrd 09052023 12182023 09052023 12182023 Homeroom103 CP103

Example 2 ODE High School has 9th grade and 10th grade PE in the gym at the same time, but these are separate classes with separate teachers meeting in different parts of the gym. IUID Teacher Student Class Period Classroom ID 5555 Teacher A Student 1 6 Gym1 5555 Teacher A Student 2 6 Gym1 5555 Teacher A Student 3 6 Gym1 5555 Teacher A Student 4 6 Gym1 IUID Teacher Student Class Period Classroom ID 7777 Teacher B Student 5 6 Gym2 7777 Teacher B Student 6 6 Gym2 7777 Teacher B Student 7 6 Gym2 7777 Teacher B Student 8 6 Gym2 31

Submitting Data in Class Roster File Upload Web Submission Oregon Department of Education 32

File Upload Process 1 Log into the Consolidated Collections application through the District Home Page. Oregon Department of Education 33

File Upload Process 2 Browse for your file: CSV Template located on the Class Roster Collections page: Oregon Department of Education 34

File Upload Process 3 Verify that it uploaded correctly: Good Bad 35

File Upload Process 4 Check Email Response: The email will show you the number of records in the file you uploaded, and the number of errors generated from the file as well as the number of records that were posted. 36

Web Submission Process 1 Log into the Consolidated Collections application from the ODE District Home page. Oregon Department of Education 37

Web Submission Process 2 Once you have selected Web Submission , you will start with the IUID portion of the record. You can search for an existing IUID by Course Code, IUID, School Section ID, School Course Identifier, or School. I prefer using Course Code or IUID to limit the results you get back. Once you have entered your search criteria, select the Search button. Oregon Department of Education 38

Web Submission Process 3 Once you hit search, you ll get a list of results back. When you find the IUID you want to enter records for, click on the green check mark. Oregon Department of Education 39

Web Submission Process 4 After selecting the IUID, you will enter the Class Room ID and Class Period ID associated with these records. Then, find the teacher of the class, and drag and drop the name over to the Submit Teacher box. From there, enter the position code of the teacher (usually 8 or 22). You must select the blue check mark to enter the teacher into the record. If you skip this step, you will receive an error that says the teacher was not added. 40

Web Submission Process 5 When you re finished adding your teacher(s), select your students in the same manner. The Start and End Dates automatically populate with the IUID Start and End Dates. If you need to edit those dates, select the pencil icon to edit the dates. Once you finish editing the dates, select the check mark to finalize the change. Once the students have been added, click the Save button at the bottom of the page to submit the records. 41

Web Submission Process 6 If you have any errors, with your web submission records, they will automatically appear, so you can resolve them. In the example below, the record was missing the Position Code for the teacher. If your records were submitted without errors, there will be a message at the top stating the number of records that were posted. 42

Correcting Data Fixing Errors Updating Data Common Errors and How to Fix Them Oregon Department of Education 43

Where to Find Errors in the Data Data in your Error queue are not a part of your submitted data. They must be fixed or deleted. After you have submitted your data, you should check to see if you have errors by going to Class Roster Error Management Review Errors. From the Review Errors screen, you can access individual errors within an Error Type, by clicking the triangle as shown below. 44

Individual Errors Once you have expanded a given error type, you can access the individual errors, by selecting the green check mark. You can also delete the individual error by clicking the red X. Deleting the error, just clears the error from your queue. Remember the record is still not part of the collection, so you would have to send the record in again either through the File Upload process or the Web Submission Process. Oregon Department of Education 45

Fixing Errors If the information is incorrect in this error record, fix it here. Otherwise, fix the information elsewhere (Example: IUID System, USID System or the SSID System), and then come back to this error to save it. 46

Download Errors You can use Download Errors feature to get a file containing all your errors. This can be useful when you have a lot of the same error. Important Note: Always delete your House Keeping files before uploading a new file and watch out for anything that Excel might auto-correct. For example, leading zeros will be stripped from the file, so make sure before uploading, that all the fields look correct, not just the fields that were in error. 47

Updating Data If you need to update records that have already successfully posted, go to Record Maintenance. Or, pull a Production Download and resubmit with the correct information. All of the key fields must match to do this. Key Fields: ChkDigitInstrctUnitID ChkDigitStfID ChkDigitStdntID StdntStrtDtTxt TchrStrtDtTxt Oregon Department of Education 48

Class Identifiers Maintenance 1 Updating/Editing Classroom ID and Class Period: These fields must match across all instances of an IUID, so they cannot be edited using Record Maintenance without causing an error. Can update via File Upload, OR Class Identifiers Maintenance Cannot be used to fix records currently in error. Oregon Department of Education 49

Class Identifier Maintenance 2 Once you have selected Class Identifier Maintenance, you will be taken to a search screen where you can search for a given IUID. If you just hit the search button without search criteria, all the IUIDs will be displayed. There will only be one row shown per IUID. Click on the green checkmark to edit the records associated with that IUID Oregon Department of Education 50