Roster for Students and Staff

Here are the main steps involved with the roster of students for Summative testing:

  • State departments work with NWEA to complete and import the roster of students.
  • Districts or schools check the state-provided roster.
  • Districts or schools complete a standard roster to add other required data.

In addition, you might use the roster import to assign the roles needed for Summative testing. See Optional: Assigning Roles Through Roster.

Checking State-Provided Roster

To check the student records that your state provided, use the Students by District report.

Required role: Data Administrator

  1. Log in to CAP (teach.mapnwea.org).
  2. From the left menu, choose View Reports > Operational Reports and select Students by District.
  3. Choose a term and click Create Spreadsheet.
  4. From the next screen, select the file that you wish to download, then click Download under Order Status.

  5. Open the file in Excel® or another spreadsheet program:

    Tip: Sort by the columns indicating the student's school.

  6. From your student information system, generate a report with similar information, and then compare.
  7. If you find discrepancies, notify your state contact.

Completing a Standard Roster

Required role: Data Administrator

The roster provided by the state does not include class information and other required student data. Also, it does not include students who are testing only with MAP. Because of this, you must follow the standard roster preparation and import required for MAP testing.

  1. Prepare the roster template. Pay attention to the Student State ID column, because it is the link between your data and the roster provided by the state. If needed, refer to the Student by District report from the previous task. For a guided video, see the help topic: 

    Platform Setup > Students/Staff Roster > Prepare Your Roster

  2. Import the roster. Specify the spring term and keep the default Add/Update selection, not Overwrite. For a guided video, see the help topic:

    Platform Setup > Students/Staff Roster > Import Your Roster

Optional: Assigning Roles Through Roster

If your school has been using MAP, the roles you assigned to staff will also apply to Summative testing. However, for Summative testing, the roles are split differently: 

Roles to Set Up Test Sessions Roles to Run Testing Access
District Assessment Coordinator District Proctor All Schools
School Assessment Coordinator School Proctor Assigned Schools

For these roles and others, you can use the roster template to make assignments in bulk. Log in to CAP (teach.mapnwea.org), and download the latest Roster File Template from the home page. Complete the Additional Users tab, and import using the Additional Users roster type option. For details, see Add Staff and Roles in Roster Import.