Class Roster Collection

This section of the documentation reviews prerequisites for creating the Class Roster file, describes the processing steps to create the file, and shows the file layouts/mapping for each file included in the submission.

Note that if a student is scheduled in a course for less than ten weekdays (regardless of whether they are membership days), then the student does not get a Class Roster record created for the course.

Class Roster Prerequisites

1. Verify State Code Equivs are set up in the Grade List validation table (Administration > General Setup > District > Validation Tables).
2. Make sure SSID data is up to date at ODE.
   • To request new SSIDs for students who need them, follow the State ID Requests and Uploads procedure. It explains how to run the SSID Download using a filter for students lacking a State Reporting ID (SSID).
   • Once students have SSIDs in eSchoolPlus, create and submit your most up-to-date SSID Data file to ODE using the OR Student Download for the SSID Download reporting period, reviewing and correcting errors, re-running the download, then creating the extract file with the OR Student Submission Files option.
3. Make sure USID data is up to date at ODE and in eSchoolPlus.
   • Submit USID file information to ODE using your financial software, request USIDs for staff who need them, and load the new USID data from ODE back into your financial software.
   • Upload USID data into eSchoolPlus from a .txt file created by the appropriate financial systems software. Once you have a .txt file with the USID information, follow the procedure Updating Staff USIDs Using a File.
4. If you have not already done so, make sure all your Master Schedule course-sections have an OR OPTE Information page record. For a procedure, refer to Mass Updating OR OPTE Information. You need this so the OR IUID Utility can load course-section IUIDs as described in Step 4. The best practice is to run this procedure when you initially create a new year's Master Schedule. This way you do not risk overwriting saved settings. You can remove course-sections from the Records to be Updated list when you run the update if you do already have some records defined. 
5. Make sure IUID data is up to date at ODE and that you have IUIDs assigned in eSchoolPlus.
   • Follow the procedure for IUID Processing to provision for IUIDs and update existing IUID data.
   • Upload new IUIDs into eSchoolPlus using the OR IUID Utility.
6. State IDs need to be assigned for courses in Course Equivalency Definition records or in the Course Catalog. You can also track this code through the Master Schedule's NCES Code field.
7. Associate primary and secondary staff with Master Schedule course-section sessions using the Staff Date Tracking window. In addition to associating Staff IDs as primary or secondary staff, you will assign Start Dates and, when appropriate to indicate close of the teacher's service, End Dates.
   • You can use the Generate Course Staff Date-Tracking Data utility (Scheduling > Utilities > Generate Course Staff Date-Tracking Data) to add this information for multiple course-sections at the same time. Refer to Generate Course Staff Date-Tracking Data Utility for more information.
   • The Master Schedule's Staff Date Tracking window includes the Position Code for the staff member. If this field is blank, the download defaults a value of 08 – Teacher, Non-Special Ed.
8. Make sure all courses that need to be reported have the Include in Class Roster setting of Y on the OR OPTE Information Master Schedule course district-defined page (Scheduling > Courses > Course Sections > OR OPTE Information).
9. If you need to track an override for a course's Instructional Minutes Count, you can do either of the following:
   • Set up the override at the Course Catalog level before you create Master Schedule sections (Scheduling > Courses > Building Courses > OR OPTE Information : Instructional Minute Override, or if you use the District Course Catalog, Scheduling > Courses > District Courses > OR OPTE Information : Instructional Minute Override).
   • Set up the override at the Master Schedule for a specific course-section (Scheduling > Courses > Course Sections > OR OPTE Information: Instructional Minute Override).

Generate Course Staff Date-Tracking Data Utility

The Generate Course Staff Date-Tracking Data utility (Scheduling > Utilities > Setup Mass Updates > Generate Course Staff Date-Tracking Data) creates the initial staff date records for courses once a building is ready to do so. The user can choose to exclude staff members, if desired. All available course-sessions are available to be updated. The user can also choose to remove specific courses from the utility by selecting the course row's delete checkbox.

To run Generate Course Staff Date-Tracking:

1. Select Scheduling > Utilities > Setup Mass Updates > Generate Course Staff Date-Tracking Data.
2. Specify how to create records in the fields.
3. Use the filter to define the criteria to select the courses to process. Then, click the Load records icon at the top right of the page to display the list of applicable courses. All of these courses will be included when the utility is run.
4. To remove a course, select the checkbox to the left of the course name.
5. Once the courses have been loaded, click the Run icon at the top right of the page to execute the utility.

Fields

For information on the other fields that display on this page, refer to the Staff Date Tracking Page Fields section.

Class Roster Processing

1. Go to Regulatory > Collections > Collections > OR Class Roster Info. Enter the prompts as specified in the section OR Class Roster Info Download > Download prompts.
2. Click the Run icon at the top right of the page.
3. Review the errors in the Tasks/Reports menu's error log and update the data as necessary.
4. Once any data updates are made, repeat step 1 using the same prompt values. Repeat Steps 1 through 3 until all errors are corrected.
5. Go to the OR Class Roster Info page, and enter the values specified in the section OR Class Roster Info Extract > Extract prompts.
6. Click the Run icon at the top right of the page.
7. Click the Tasks/Reports button on the Navigation bar to display the Tasks and Reports page. The csv filename is in the format OR_Class_Roster_datetime.csv.

OR Class Roster Info Download

Download prompts

OR Class Roster Info Extract

Extract prompts

Class Roster File Layout/Mapping

See the Class Roster File Layout/Mapping section for details on the file layout and mapping.