RDSS: ROSTER VERIFICATION Rostering Manual May, 2014
Table of Contents Before you Roster... 2 Log In... 5 Step 1: Verify School Assignments and Demographics... 6 Step 2: Verify Course Rosters... 8 Step 3: Manage Courses... 13 Step 4: Verify Course Rosters Workflow... 19 1 P age
Before You Begin Roster Verification 1. Check your system browser - system requirements for rostering tool: RECOMMENDED: Mozilla Firefox (v. 27 or newer) Apple Safari (version 5 or newer) Google Chrome (version 34 or newer) compatibility depending on the device 2. Have your user name and password ready: If you need your password reset, contact ADE Helpdesk at 602-542-2222 2 P age
3. MCESA Support Line phone number 4. Make sure you have your Employee ID ready Contact your BLA/HR Representative if you do not know or have 5. Obtain a copy of the paper Enrollment Roster Data List of your section(s)and students from your BLA/Principal/Assistant Principal/SIS person: 6. Your Teacher Gradebook This will be used as a double check to the roster 3 P age
4 P age 7. MCESA Rostering Quick Guides (MCESA website under RDSS: Roster Verification)
Log In Using an approved browser, (Mozilla Firefox, Apple Safari or Google Chrome) (see page 2 for versions) log into mcesa.az.gov. Click Verify Rosters Click Log On If you forgot or need assistance with your user name or password, contact ADE Support support@azed.gov or call (602)542-2222. 5 P age
Step 1 Verify School Assignments & Demographics In this step, you will be verifying information about yourself and your school. 1.1. Select Verify School Assignments & Demographics. 1.2. Review the information for accuracy. (Even if you were not able to verify the information in Step 1, you may still proceed to step 2.) Information to verify: Name School District Birthdate Email School Suzie Jones (124512451000000) Date of Birth: 01/01/77 Email: Suzie Joes @Tolleson.edu *Note: The address may either be the school address or the district address. Both are acceptable. 6 P age
1.3. If information is correct If information is incorrect You may verify this section. If the school address is incorrect, you may go ahead and verify this section. Select Verify If your name, birthdate, job title or school assignments are incorrect, please contact your HR department to correct. It may take up to 24 hours after the change has been made to reflect in Roster Verification. Even though you may not be able to verify your demographics in Step 1, you may still proceed to Step 2 and verify course and student information. Check the box to agree. Then click Verify. *Tip: If you clicked on Verify and nothing happened, this may be due to using a non- approved browser such as Internet Explorer 8 (see page 2 for versions). 7 P age
Step 2 Verify Course Rosters In this step you will view the list of courses and make sure it is accurate. 2.1 Click Verify Course Rosters Proceed to step 3. If course list is correct If information is incorrect Follow instructions below to add or delete a course. 2.2 To Add a Course. Select Add Roster 8 P age
2.3. To create a new course roster, key in the required information and/or make a selection from each of the various drop-down lists. Complete the new course roster setup by clicking to move assessment(s) to and from the Selected Assessments list *Tip: Enter the Section first and the State Course ID will auto populate. Fill in the boxes with the information needed to create your course. *Tip:If you are an Interventionist, then mark the checkbox to designate the course roster as a Pull- Out Roster otherwise it will be designated as a Push-In Roster" After you have filled out all of the required fields, click on Add Roster 9 P age
You will see the courses you have added in your list. 2.4. After you have added the course, you may then add students. Click on the course name. Takes you to: Course Information Click Add Student 10 P age
Takes you to: 2.5. You may either search for a student by first name, last name, SAIS ID or birthdate. Tip: You may only search for a first name or last name. If both a first name and last name are entered you will receive an error. Ma Suzie Mayer /21429435/ 01-02-2001 Jason Mason /25415475/ 03-25-2000 Bree Martinez / 2584175/ 02-03-2000 Jose Martinez / 02358514/ 06-02-2003 Bree Martinez / 2584175/ 02-03-2000 Select the student(s) from the list. Then click Update Students 11 P age
Takes you to: Bree Martinez Gertrude Jones Shawn Smith 2.6. On this page, you will see the students that you have added. Select View Attendance to enter start and end dates. From this page you will also be able to add a student, delete a student or manage courses (see more on Managing Courses in Step 3.) 12 P age
Step 3 Manage Course Areas to Verify within the Manage Course container o School (3.2) o Schedule (3.3) o Subject Area (3.4) o Session Time (3.5) o Assessment Type (3.6) o Section (3.7) 3.1 Select a Course and click on the hyperlink 3.2 Verify the school is correct If information is correct move down to step 3.3 - verify schedule type If information is incorrect contact your BLA/Field Specialist/HR Representative so the correction can be updated; then move on to step 3.3 - verify schedule type 13 P age
3.3 Verify the Schedule type If information is correct move down to step 3.4- verify the subject area If information is incorrect Select the Manage Course button, and change the session schedule to the correct schedule type through the dropdown menu options. Once changes are made, click the update roster button. 14 P age *TIP: If you have a special areas teacher, or a teacher who instructs certain x number of weeks ON/x number of weeks OFF, they can change the session schedule type accordingly (quarter, trimester, other, etc.)
3.4 Verify Subject Area If information is correct Move on to step 3.5 verify session time If information is incorrect Select the Manage Course button, and change the subject area to the correct area through the dropdown menu options. Once changes are made, click the update roster button. 15 P age
3.5 Verify Session Time If information is correct Move on to step 3.6 verify assessment types If information is incorrect Select the Manage Course button, and change the session time to the correct length through the dropdown menu options. Once changes are made, click the update roster button. *Tip: If you have a specialty areas teacher or a teacher that instructs certain x number of weeks ON/x number of weeks OFF, they can calculate their session time by minutes per course, hours per course or hours per week this is a user preference and will ultimately be configured on the backend as minutes per day. 16 P age
3.6 Verify Assessment Type If information is correct Move on to step 3.7 verify section If information is incorrect Select the Manage Course button, and add/change the assessment(s) to the correct tests through the dropdown menu options. Once changes are made, click the update roster button. Tip: Move Assessments from the Available Assessments field to the Selected Assessments field by clicking once on the assessment name, not by clicking the arrows. AIMS Assessments are named generically, all teachers need to verify is the correct grade and content area. Remember to add any 3 rd /8 th grade MCESA Assessments 17 P age
3.7 Verify Course Section If information is correct Move on to step 4 Manage/Verify Student Roster If information is incorrect Contact your BLA/Field Specialist/HR Representative so the Course Section can be corrected and updated. Move on to step 4 Verify/Manage Student Roster 18 P age
Step 4 Verify Course Rosters Workflow 4.1. Click Verify Course Rosters After you click the Verify Course Rosters you see the listing of your courses: Demographic Information Add Roster Button Hello teacher Teacher s Name, job title, date of birth, and email address are found here Course List Section Information Number of Students Enrolled in the Course Status of Verification 19 P age
4.2. Click on one of the courses in the course list to view course and student information. This takes you to: SAIS ID s Student Names 20 P age
Below is a detailed view of the student information section from the course information page. SAIS ID Number Student Name Grade Level Add a Student Button Red X Removes the Student SAIS ID s Student Names Number of Students Verify the Course Button Manage the Course Button From this page you can manage student enrollment information for the course you have selected. From this page you can: o View student information including SAIS ID number, student name, and student grade level. o Remove students from course roster o See other courses the student is or has been enrolled in. o See student enrollment dates. o Update student enrollment dates. o Add students who are not listed on your roster. o Verify your course roster. 21 P age
You can view student course information by clicking on the student s name. Click on student name to see course enrollment You will see the following information about courses the student is or has been enrolled in this year. Joe Name - 00010000 05/12/2001 Click the X or the Cancel Button to Close this Window Teacher Names Appear Here 22 P age
Click the Click here to view attendance links to view the student s enrollment dates. SAIS ID s Student Names Click here to view each student s enrollment dates. You will see the follow screen appear with student enrollment information: View student information here Joe Name - 00010000 Click here to add enrollment information for this student 05/12/2001 Click here to remove student enrollment in your class. Enrollment dates to and from Click here to SAVE or CANCEL. 23 P age
If you click Add Enrollment you will be given an additional row to input that information: Joe Name - 00010000 05/12/2001 Additional row is displayed to input more enrollment information Click Save to keep changes or Cancel to return to the previous screen Enter the additional enrollment information and click the Save button to update the information. You can click Cancel to return to the previous screen without saving the enrollment update. Tip: If the enrollment date(s) do not update once changes have been made, this is a technical issue. Please contact ADE Helpdesk at: (602) 542 2222. 24 P age
You can also add students to your course by clicking the + Add Student button. SAIS ID Student Name Click the +Add Student to input more students into your course Adding a student is done through a search process. In the search area you can type in a portion of a name to see a list of names that have that text in some part of the name. Enter the student name or a portion of the name here Tip: You may only search for a first name or last name. If both a first name and last name are entered you will receive an error (see page 11) Click the Search Button to find a student Test Joe 00111000 04/11/2000 Joe Name 00100000 05/12/2001 The results are displayed here. You can click on the name to move the student to the Selected Student Box Your Selected Students are displayed here Click the Update Students Button to add the students to your course. You can click Cancel to return to the previous screen without making changes 25 P age
Selected students move to the right when you click on the name. If you need to move the student back to the left, just click on the name again and the student will return to the search section. Reminder: You may only search for a first name or last name. If both a first name and last name are entered you will receive an error (see page 11) Test Name 00111000 04/11/2000 Joe Name 00100000 05/11/2001 Your Selected Students are displayed here 26 P age
As you make changes to the course information or student information within the course, all the changes that you make are tracked and displayed on the bottom of the course information page. This section can be used to track any changes that have been made in your course. This is WHAT change was made This is HOW MANY changes were made This is WHEN the change was made This is WHO made the change When you complete all the verification of student information you will click the Verify button to complete the verification process. SAIS ID Student Name Click the verify button to confirm that your roster is now correct. 27 P age
When you click the Verify button, the certify message pops up. You need to read the agreement and then check the box if you believe your course rosters are correct. You can click Cancel to go back to the previous screen or click the Verify button to complete the course roster verification process. Teacher Name Here 0000000000000000 Read this agreement Check this box to certify your roster is correct and accurate Click the Cancel button to return to the previous screen Click the verify button to confirm that your roster is now correct. 28 P age
Congratulations! You have completed the verification process for this course. Now you can return to the Roster List page and select your next course to verify until you have completed all your courses listed. You can return to the Roster List by clicking on the Roster List link under the MCESA logo. After you click the Verify button, you are returned to the course page that now shows this course as Verified. Student Name SAIS ID 29 P age