Roster Verification 2018 Teacher Training BFK•Link® CE

Recording

Protocol/Norms All voices heard—Please use question feature & do make requests for microphone Respect all Be candid, constructive and non-defensive No birdwalking Be fully present Be quick, but don’t hurry Non-defensive refers to US!

Agenda Introductions & Welcome Roster Verification Overview/Rationale Application Access & Support (URL: https://link.mcoecn.org) 2018 Guidelines and FAQs Training Resources Support Resources BFK Link® CE for Teachers BFK Link® CE for Principals Questions? | Last Pass

Introductions & Welcome Scott Walthour & Mary Adams Contact us by submitting help desk tickets at https://www.ohio-k12.help/rosterv/ or calling Call 844-K12-Ohio = 844-512-6446

Poll #1 Poll #1 Question is in GoToWebinar—How familiar are you with RV? I could have a Ph.D. in Roster Verification. I know RV guidelines and the BFK Link Application well. I am familiar with the BFK Link application. I've heard of the RV process and understand its purpose. What are you talking about?

What is Roster Verification? Roster Verification is the process that facilitates validation of which teacher teaches what subject to which students in support of value-added student growth measures. Roster verification directly involves educators in the process that assigns instructional responsibility for the students they teach. Below please see the final participation numbers from RV 2017. Providers LEAs Schools Educators Rosters Students BFK 86 370 7,228 37,277 200,768 MCOECN 995 2,786 42,132 214,500 1,276,870 Total 1,081 3,156 49,360 251,777 1,477,638

Transparency Roster Verification is about transparency—Giving teachers access to a tool that allows them the to ensure the accuracy of the rosters that are included in their value-added calculations.

Roster Verification Building Trust This slide shows the relationship between RV input and Value-Added output—Analysis and Diagnostic Reports. Trust

Educators verify the following four pieces of information The grades/classes/subjects they taught; The students who received instruction from them; REMINDER: WE ARE NOT REPLACING STUDENT NAMES IN BFK•LINK ® CE WITH NAMES FROM THE IBM SSID SYSTEM! The months during which students received instruction from them; and The percentage of instructional responsibility they had for each student during the months selected (verifying a percentage of sole or shared instructional responsibility). Four pieces of information being verified…

Timeline for Roster Verification January & February, 2018 – Intent & authorization completed by Superintendent March 1 through March 23, 2018 – data loading processes completed Prior to April 2 – confirmation of access for district principals This is the timeline for Roster Verification 2018

Statewide: all licensed/certified teachers planning and/or providing instruction for students in: Grades 4, 5, 6, 7 and 8 Math and English Language Arts; Grades 5 and 8 Science. HIGH SCHOOL Algebra I for high school credit; American Government for high school credit; American History for high school credit; Biology for high school credit; English I & II for high school credit; Geometry for high school credit; and Integrated Math I & II for high school credit. Scope The only course that has been removed is 6th grade Social Studies.

Agenda Application Access & Support (URL: https://link.mcoecn.org) Introductions & Welcome Roster Verification Overview/Rationale Application Access & Support (URL: https://link.mcoecn.org) 2018 Guidelines and FAQs Training Resources Support Resources BFK Link® CE for Teachers BFK Link® CE for Principals Questions? | Last Pass

Roster Verification Websites The webpage on the left is ODE’s Roster Verification page; the webpage on the right is the Management Council’s roster verification support page. ODE—Type “roster verification” in search bar to find this page https://www.ohio-k12.help/rosterv/

https://www.ohio-k12.help/rosterv/ Timeline Guidelines Frequently Asked Questions Login with email address Step-through support Timelines and general information can be found on the first tab of the Management Council’s webpage supporting roster verification.

Agenda 2018 Guidelines and FAQs Introductions & Welcome Roster Verification Overview/Rationale Application Access & Support (URL: https://link.mcoecn.org) 2018 Guidelines and FAQs Training Resources Support Resources BFK Link® CE for Teachers BFK Link® CE for Principals Questions? | Last Pass

https://www.ohio-k12.help/rosterv/ Guideline & FAQs Show location of Guidelines and FAQs on the Management Council’s webpage for RV support.

Key Guidelines and FAQs

Poll #2 Poll #2 Should teachers or principals remove students from their rosters because of student attendance? Yes No It depends on several variables

Poll #3 Poll #3 Long-term substitutes participate in roster verification. Yes No It depends on how long the substitute taught

Poll #4 Poll #4 Which of the following is always true? Student teachers participate in roster verification. Intervention teachers participate in RV. This is a local decision, typically intervention teachers do participate, but it is dependent on whether they plan and/or provide instruction. Ultimately, however it is a local decision. Online courses are included in roster verification. This is dependent on whether there is a local teacher of record who plans and/or provides instruction for the online class. It could be claimed at 100% or not at all. Please see FAQs for scenarios that may guide your decision. Rosters must be submitted or approved to be sent to SAS.  

Highlights only Guidelines and FAQs Please be sure to read through the RV 2018 Guidelines. Make sure everyone knows the tests students take this spring will be used to calculate teacher-level value-added scores.

Agenda Training Resources Introductions & Welcome Roster Verification Overview/Rationale Application Access & Support (URL: https://link.mcoecn.org) 2018 Guidelines and FAQs Training Resources Support Resources BFK Link® CE for Teachers BFK Link® CE for Principals Questions? | Last Pass

District Training Opportunities Found on the main website

Principal & Teacher Learning Modules The #1 resource for principal and teachers are interactive learning modules. Both modules—one for principals, the other for teachers—conclude with a quiz that if passed, presents a CEU certificate. Anytime/Anywhere there’s an Internet connection educators can access two learning modules, one for principals, the other for teachers. Both learning modules conclude with a quiz. Those getting 80% or higher may receive CEU credit.

Agenda Support Resources Introductions & Welcome Roster Verification Overview/Rationale Application Access & Support (URL: https://link.mcoecn.org) 2018 Guidelines and FAQs Training Resources Support Resources BFK Link® CE for Teachers BFK Link® CE for Principals Questions? | Last Pass

Accessing support Preference is for users to submit help desk tickets, however… Phone support is also available at 844-K12-Ohio 844-512-6446 Here you will find Step-Through help as well as the support ticket if needed. Support for roster verification can be found on the RV Provider/Contact Support tab on the Management Council’s webpage for roster verification. Support is available via a web form and phone. Highlight the step-through support

Agenda BFK Link® CE for Teachers Introductions & Welcome Roster Verification Overview/Rationale Application Access & Support (URL: https://link.mcoecn.org) 2018 Guidelines and FAQs Training Resources Support Resources BFK Link® CE for Teachers BFK Link® CE for Principals Questions? | Last Pass

BFK•Link®CE –Login This link will be available on April 2, 2018 1. Type in your district provided email address. 2. Click on Go--Your school will be displayed on the right. 3. Click on the button with the appropriate school you need to access.

BFK•Link® CE BFK•Link® CE is the online application principals and teachers use for roster verification. Their username is their school email address. Everyone must use the “Forgot Password” link to establish their password the first time they log in. Please explain that district roster verification administrators, principals and teachers will receive email messages with the URL for logging into BFK•Link® CE. These are timed based on the three phases of roster verification. Login access will not begin until April 2nd. Please note that everyone must use the “Forgot Password” link to establish their password the first time they log in.

BFK•Link® CE April 18-May 8 TEACHER ROLE Checking classes Confirm Test Confirm/update students on rosters Confirm/update student start/end dates Assign appropriate percentages Submit rosters for Principal Approval

Building Support Team & Resources Before starting the Roster Verification Process, districts are encouraged to identify Building Support Team members. Suggestions for support team members include: Curriculum coordinator Experienced teachers Assistant principal Guidance counselor Please note resources available within BFK•Link®CE

Teacher dashboard Note: -Rosters section -Support Team -Resources section -Alert Section

Class Roster Should see list of all courses, tested subject area and the number of students in each section that will be linked While looking at the class rosters, if you are missing a class, notify your principal so that the class can be added If you have a class that appears that you don’t teach, notify your principal in the event that the course can be transferred to the correct teacher. If it is a situation where the class doesn’t need to be transferred and can just be deleted, you can do this by deleting each student out of the class. When the last student is deleted, then the principal will receive an alert and be able to delete the course.

Roster Verification – April 18 – May 8 TEACHER ROLE Teacher Dashboard Login as Peggy Baird -> Baird.Peggy@demodistrict14a.org; (she has the “submitted” & “approved” Or Randall Hunter ->Hunter.Randall@demodistrict14a.org (he has the ability for “begin” Choose Integrated English Arts 4-6(6A4AC) Click on-> Actions ->Begin Check Students on the rosters – add students/remove students – click on add students –if you know student name/ID you can enter it or you can search for the correct student -> select school (Cummings Middle School –Select Grade level -> Click Search – Find the student – Click Add -> above the student list, click return and you will see the student you added is now on the roster. Confirm Student Start / End Dates & Assign Appropriate Percentages– demo enter by months Show what happens when Patricia Johnson leaves for three months and returns -> When this step is completed, you can click save and submit. If you have forgotten a student or made an error, you may go back to the class roster  Click actions and click reopen, this will allow you to go back and correct the roster. ***important--you will have to submit again so the Principal can approve the roster***

Roster Verification – April 18 – May 8 TEACHER ROLE Confirm Test Teachers will have the ability on the first login to approve the test that will be given If the test is in the wrong subject area; they can changed it when editing the course, so they should confirm the test then go edit it. There are at least 3 ways : From the class list – the Actions button then Edit Class Details From the class roster page – the Actions button then Edit From the class roster page – the Edit link next to the Test

Roster Verification – April 18 – May 8 TEACHER ROLE Review student roster list; can add/remove students Check Students on the rosters – add students/remove students – click on add students –if you know student name/ID you can enter it or you can search for the correct student -> select school (Cummings Middle School –Select Grade level -> Click Search – Find the student – Click Add -> above the student list, click return and you will see the student you added is now on the roster. Remove students will allow you to select multiple students to remove from the roster at one time. If only one or two need removed, the teacher can click the X next to the student’s name

Teacher Class Roster—April 18 – May 8 --show how they can enter by month individually --enter a default for % of instruction

Teacher Class Roster—April 18 – May 8 To add students to the roster click on the “add students” link. To delete students, click on the “x” next to the students name. After completing the roster, you can then default the % of instruction to what you are claiming If students were enrolled in the rosters for less than the school year; then you would only claimed the months they attended for the majority of the instructional days available in a given month. (give example) Adjust students who started after beginning of school as well as those who left the class before the end of school. Also make any changes for students who are not with you 100% of the time or that you share with another teacher. Click on the submit button at the bottom of the screen. You will be prompted with a confirmation window. Click OK if you are ready to submit. Continue this process for the remaining classes.

Teacher Class Roster—April 18 – May 8 TEACHER ROLE Update Months taught Update Percentage of instructional time Confirm Student Start / End Dates -> update percentage of instructional time for appropriate students ; normal practice is to default all the students to 100% then go back in and change them. If they are all at another percentage like 50% then use that as the default. -> When this step is completed, you can click: Save if they still have more work to do on the roster Cancel if they don’t want to keep their changes Save and submit if they are done with the roster and are ready for the Principal to approve it. NOTE: If you have forgotten a student or made an error, you may go back to the class roster  Click actions and click reopen, this will allow you to go back and correct the roster. IMPORTANT: The teacher will have to “Save & Submit” again so the Principal can re-approve the roster.

Poll #7 Poll #5 Poll #7--What facility in BFK Link should teachers use to roster students that leave, comeback, leave and come back again?

Teacher Class Roster Enter By Months How teachers enter by months—used when students are in and out multiple times. -> enter by months demonstrate when a student leaves for three months and returns

Teacher Roster Verification – April 18 –May 8 TEACHER ROLE Submit rosters Save & Submit!! It is important for the teacher to “Save & Submit” the rosters otherwise the principals can’t approve them. The principal is able to see status on their “Manage Link” dashboard.

Agenda BFK Link® CE for Principals Introductions & Welcome Roster Verification Overview/Rationale Application Access & Support (URL: https://link.mcoecn.org) 2018 Guidelines and FAQs Training Resources Support Resources BFK Link® CE for Teachers BFK Link® CE for Principals Questions? | Last Pass

What the Principal sees on their dashboard The chart will show all rosters and the status of each The table will break the information down by Staff members This is the screen Principals will want to check frequently making sure there is NO RED on the chart at the end of the Teacher Roster Verification Phase. All teachers must be completed when submitting their rosters at the end of the Review and Approval Period. All rosters in a Submitted or Approved state will be sent to SAS for Value Added Calculations

Principal Review and Approval May 9 – May 24 Review Students Students who are Flagged – have some type of alert connected with them Once a Principal clicks into an alert; they can be addressed. It is important to note that if a student is shared between two teachers and they are appearing as under-claimed, that this may be OK if the second teacher has not yet completed his/her RV Also important to note, students who are overclaimed may be correct. If a student is taking two math courses or two English courses which both participate in RV, the student may show 200%.

Alerts and Notifications--Teacher Student claimed less than 100% Student claimed more than 100% Student claimed when not expected For an alert where a student is claimed less than 100%, this could be a co-teaching situation where the other teacher has not yet claimed his/her part. If this is the case, it will clear once the other teacher verifies the roster. This could also be a situation where the student was not in the class for the entire year. The principal can clear this alert during the approval. For an alert where a student is claimed more than 100%, this could be a co-teaching situation where the combination of both teachers is greater than 100%. To clear this alert, the teachers need to verify and adjust as necessary. For an alert where a student is claimed when not expected-- The Principal has marked the student as “Not in Building”. The teacher claims the student for those months that they were not in the building. Make the appropriate adjustments to the student and this will clear the alert.

Alerts and Notifications-Teacher Click on the Actions button and Refresh your alerts. Click on the link to the alerts that you want to fix. The alerts will be shown by student. To view the actual alert, click on View/Edit next to the student’s name. For this example, the student was counted as 50% in one class and 100% in another. We will click on the class name for the one in which Max has 100%. This takes you to the roster for the class and Max can then be changed to the correct amount. In this case 50%.

Alerts and Notifications-Teacher The alert for roster not assigned to teacher is created when there is a roster in the application which has not been associated with a teacher. To correct this alert, the principal must assign that course to a teacher. The alert for rosters with no students occurs when a roster was created for you and no students were entered. If the course is correct, ADD the appropriate students to the class to clear the alert. Roster not assigned to teacher Created when there is a roster in the application which has not been associated with a teacher. Rosters with no students Roster was created for you and no students were entered. If the course is correct, add the appropriate students to the class to clear the alert.

Alerts and Notifications-Teacher After completing the rosters, refresh the alerts to verify if there are any alerts that you need to clear By clicking on the Actions button and Refresh, any alerts that have been cleared will be removed from the alert notification table **Note that teachers cannot clear all alerts, some must be cleared by the principal. ***Refresh alerts immediately, then again after completing the rosters to verify if there are any more alerts that need to be cleared.

Scenarios What do I do for a situation where there is a co- teacher for one of my courses? What do I do if I access a class and there are no students or all of the students are incorrect? What do I do if there is a course missing from my list? What do I do if I had an extended absence (i.e. Medical leave)? What do I do for a situation where there is a co-teacher for one of my courses? The principal needs to set the teacher as a team teacher from his/her login. This will allow both teachers to see the class roster. What do I do if I access a class and there are no students or all of the students are incorrect? Add the appropriate students through the “Add Students” link on the roster page. Delete the appropriate students by clicking on the “x” next to the student’s name. What do I do if there is a course missing from my list? Notify your principal so that he/she can add the course to your list. What do I do if I had an extended absence (i.e., Medical leave)? This is dependent on when the teacher was out on FMLA. If at the beginning or end of the year, they wouldn’t have to use “Enter by Months.” It would be what one would do if the leave was mid-year. On the course roster page, select the “Enter by Months” link so that you can select only the months that you taught.

Scenarios What if I need to delete a course? What if I began teaching after the start of the school year? What if I try to add a student and they do not appear when I search for them? Is it acceptable to have alerts for my classes when I am done verifying my rosters? What if a need to delete a course? If you have a course on your list and it belongs to another teacher, let your principal know that it needs to be transferred to the other teacher. If the course needs to be removed, delete the students. When the last student is deleted, the principal will receive an alert and can finalize the deletion of the class. What if I began teaching after the start of the school year Begin claiming instructional responsibility the month you taught a majority of the instructional days available. What if I try to add a student and they do not appear when I search for them? Contact the support team so that they can add the student to the building. Is it acceptable to have alerts for my classes when I am done verifying my rosters? Some alerts teachers cannot clear and only principals can clear. If you have verified your information and know that it is correct, there may be some alerts still appearing when you finish; the Principal will acknowledge the remaining alerts if appropriate.

Submit help desk tickets at https://www.ohio-k12.help/rosterv/ Questions? Last Pass Submit help desk tickets at https://www.ohio-k12.help/rosterv/ or call Call 844-K12-Ohio = 844-512-6446

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