1. Class Rosters-Staff and Students linked through Courses 2018-19
Presenter: Alecia Moll - IT

2. Class Roster Presentation Summary
What is a Class Roster? What templates and data make up a Class Roster? How do Class Roster templates relate to one another? When should Class Rosters be submitted? How to verify Class Roster data in STARS? How are Class Rosters used by PED and why are they important?

3. Course Code – identifies subject matter
What is a Class Roster?
Definition: List of students enrolled in a teacher’s class. This schedule is maintained by a registrar and contains these basic components in STARS:
Course Code – identifies subject matter
Student ID – identifies student
Staff ID – identifies teacher
Location Code – School where class is taught
It defines a unique classroom, which in STARS consists of the 8-digit Course Code at a school plus Course Section Code. e.g. Algebra I (2031) - taught period 1 & period 2. Different set of students. May be taught by same or different teachers. CourseCode+Section must be unique PD1 & PD2/ PD2

4. What Templates make-up a Class Roster?
Course Domain:
COURSE
Where Course Code is stored. Ties together Course Instructor and Student Course Enrollment.
COURSE INSTRUCTOR
Where “teacher of record” is stored as well as up to two other instructors
COURSE ENROLL (aka STUDENT COURSE ENROLLMENT)
Identifies students enrolled in course above

5. What Templates make-up a Class Roster-Continued
STAFF SNAPSHOT
Identifies demographics of teacher, such as name, gender, ethnicity, DOB, salary, address, years of teaching experience, highest degree and where degree obtained.
One record per staff per snapshot - info could change from snapshot to snapshot, such as name, salary, etc…
STUDENT SNAPSHOT
Identifies demographics of student, such as name, gender, ethnicity, DOB, enrolled-school, Free or Reduced lunch, SpEd, Gifted, Home lang, etc...
STAFF
Mimics Staff Snapshot and required for NEW staff (can’t load Staff Snapshot without corresponding Staff). One record per Staff ID per District (no school year)
STUDENT
Mimics Student Snapshot. (can’t load Student Snapshot without corresponding Student). One record per Student ID per District per Year

6. How are Class Roster Templates Related?
5 templates joined to complete a class roster:
COURSE
COURSE INSTRUCTOR
COURSE ENROLL (aka STUDENT COURSE ENROLLMENT)
STAFF SNAPSHOT
STUDENT SNAPSHOT
When templates joined, produces one record per student per Course Code+Section
Identifies student, course, teacher, school along with all student & teacher demographics

7. Template Key Fields Joined- Pseudo Code
COURSE.CourseCode=COURSE_INSTRUCTOR.CourseCode
AND
COURSE_INSTRUCTOR.CourseCode=COURSE_ENROLL.CourseCode
COURSE_INSTRUCTOR.CourseSection=COURSE_ENROLL.CourseSection
COURSE_INSTRUCTOR.PrimaryInstructorStaffID=STAFF_SNAPSHOT.StaffID
COURSE_ENROLL.StudentID=STUDENT_SNAPSHOT.StudentID
Note: Join also includes year, snapshot dates, district, school & semester

8. Key Fields Detail - COURSE
Field 1 District Code
Field 2 Location Code
Field 3 School Year Date
Field 26 Semester (1=40D; 2=80D; 3=120D; 4=EOY; 5=K3P; 9=OpenYrRound)
Field 27 Course Code Long (8 in length)

9. Key Field Detail - COURSE INSTRUCTOR
Field 1 District Code
Field 2 Location Code
Field 3 School Year Date
Field 17 Semester (1=40D; 2=80D; 3=120D; 4=EOY; 5=K3P; 9=OpenYrRound)
Field 19 Course Code Long (8 in length)
Field 22 Section Code Long (Case sensitive on join)
Note: Bolded field is new to join

10. Key Field Detail – COURSE ENROLL
COURSE ENROLL (aka STUDENT COURSE ENROLLMENT)
Field 1 District Code
Field 2 Location Code
Field 3 School Year Date
Field 5 Effective Date (same as Snapshot Date)
Field 7 Student ID
Field 13 Semester (1=40D; 2=80D; 3=120D; 4=EOY; 5=K3P; 9=OpenYrRound)
Field 14 Course Code Long (8 in length)
Field 20 Section Code Long (Case sensitive on join)
Note: Bolded field is new to join

11. Key Fields Detail – STAFF & STUDENT SNAPSHOT
STAFF SNAPSHOT
Field 1 District Code
Field 2 Staff ID (joins to field 8 Primary Instructor Staff ID in COURSE INSTRUCTOR)
Field 50 Snapshot Date
STUDENT SNAPSHOT
Field 3 School Year Date
Field 4 Student ID (joins to field Student ID in COURSE ENROLL)
Field 83 Snapshot Date

12. When should Class Rosters be submitted?
Throughout the year when these EDM collection windows are open:
K-3 Plus (Beg of Yr)
To determine teachers of the K3P students
7/15 Open Year Round
Used for ECOT and NMEPIC to tie students to teachers through courses for scheduling assessments
40th Day; 80th Day; 120th Day
Linkage used for teacher evaluations; Students assessment scores linked to teachers through courses they are teaching. Data loaded into Accuroster for further clean-up by districts if necessary. Also used for Bilingual Education Program (BEP) funding of teachers.
End-of-Year (EOY)
STUDENT_GRADES template with final course grade is linked to Class Rosters. These grades and credits-earned can actually be linked to ANY previous COURSE ENROLL snapshot record loaded in STARS.

13. How to Verify Class Roster data in STARS?
Important to run and disseminate to teachers- for accuracy
Make corrections to STARS during open window
If data missing, run exception reports or Template Validation reports
Will reduce number of changes to Accuroster (used for Teacher Evaluation linkages between Teacher, Student & Course)
Report Path: STAFF>Course (main reports-next slide are subsets)
Detailed Class Roster All Snapshots
Shows snapshots for each student in each CourseCode+Section (can easily identify holes e.g. Student appears for Algebra I at 40D but not 80D)
Detailed Class Roster for Teachers
Starts new page when teacher changes
Includes Other Instructors

14. Specific Class Roster Reports
Class Roster Reports have been built with filters for specific programs:
Report Path: K-3 Plus Folder K-3 Plus Classes, Teachers and Students
Snapshot Date parameter only allows K3P selection
Report Path: ECOT Folder ECOT Detailed Class Roster
Snapshot Date parameter only allows 7/15 YearLong selection
Courses parameter defaults to ECOT, which when selected will list records to be transferred to ECOT
Report Path: NMEPIC Folder NMEPIC Detailed Class Roster
Snapshot Date parameter to select is 7/15 YearLong
Courses parameter defaults to EOC, which when selected will list records to be transferred to NMEPIC that evening, which is used to schedule students to take End-of-Course Exams in the EPIC app.
Report Path: Bilingual Reports Folder Detailed Class Roster - BEP Courses
Only when BEP is specified in COURSE INSTRUCTOR will courses appear. Applies to all snapshot dates.

15. How to Trouble-shoot missing Class Roster data in STARS?
If any Class Roster reports are missing data, run these reports to determine problem:
Report Path for Exceptions: STAFF>Course
Course Enrollments without Course Instructors
Teacher missing
Course Instructors without Course Enrollments
No students in class
Course Enroll Exception - Inconsistent Reporting Periods
Fields representing snapshot date are inconsistent
Course Instructor Exception - Inconsistent Reporting Periods
Course Instructor Compared to Staff Snapshot Exceptions
Identifies missing Staff Snapshot records for teachers
Course Instructor Compared to Staff Assignment Exceptions
Verifies teachers reported in Teaching Staff Assignment Codes (Doesn’t apply to K3P or 7/15 snapshots)

16. How to Trouble-shoot missing Class Roster data in STARS using Template Verification Reports?
Report Path: Template Verification Reports
Student folder:
Student Course Enrollment Template Verification (aka COURSE ENROLL)
Start at this lowest grain and find ONE missing student from here and trace back through the templates
Student Snapshot Template Verification
Verify Student ID from above is found here
Staff folder:
Course Instructor Template Verification
Verify same Course ID, Section, Location Code, Snapshot Date and Semester from Student Course Enroll Template Verification report above is found here to identify teacher. Remember Section is case sensitive.
Staff Snapshot Template Verification
Verify Primary Instructor’s Staff ID from Course Instructor Template Verification report above is found here for same Staff ID and Snapshot Date.

17. Class Roster questions districts should be asking themselves
Is the Class Roster data being reported to STARS correct?
Are the teachers reported to STARS correct?
Are these the correct Courses they are teaching? Report includes both PED and District course names for comparison.
Are these the correct students in their classes?
Are these the correct schools where they are teaching?
A teacher may be teaching in multiple schools which is identified as Location Code in Course domain templates.
Note: A student may be enrolled at a middle school (identified in Student Snapshot) but taking a course at a High School (identified in COURSE, COURSE INSTRUCTOR & COURSE ENROLL). The location code in Course domain templates must be consistent and does not have to match Student Snapshot’s location code.

18. How are Class Rosters used by PED and why are they important?
Teacher Evaluations
If incorrect courses, teachers and students are reported to STARS then it affects their teacher evaluation score
Very important - high stakes (hurts teachers if data is inaccurate)
Data passed to ECOT and NMEPIC for assessing students:
If incorrect, teachers can’t assess their students (ECOT) and students do not get scheduled for End-of-Course Exams (EOCs) in NMEPIC.

19. Report Path: Bilingual Reports
How are Class Rosters used by PED and why are they important? Continued
Bilingual Education
Since PED no longer collects a Bilingual Education Program (BEP) applications, it relies on the BEP code in Course Instructor to identify courses taught as part of BEP, to identify the teacher and allows them to verify proper licensure for funding
Report Path: Bilingual Reports
BEP Teachers with Licensure Qualified Status

20. Questions