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Roster Verification Process For Principals May, 2013. Overview of Roster Verification. May 2013. What is Roster Verification?. Roster verification is the process by which educators verify that the Teacher Course Student (TCS) data pertaining to them is accurate.

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Roster verification process for principals may 2013

Roster Verification Process

For Principals

May, 2013

What is roster verification
What is Roster Verification?

  • Roster verification is the process by which educators verify that the Teacher Course Student (TCS) data pertaining to them is accurate.

  • All LEAs will use the Roster Verification Tool provided in the EPSS.

  • The Roster Verification Tool will draw TCS data from all LEAs via their Student Information Systems (SIS).

    • Teachers who are considered to be Contributing Educators to the ELA and/or Math learning of students in grades 3-7 will be required to review and verify student rosters.

    • Principals will be responsible for reviewing, investigating issues, and providing a final sign-off on the TCS rosters for all contributing educators in the building.

What is the teacher course student connection
What is the Teacher Course Student connection?

  • The Teacher Course Student connection, or “TCS”, comprise the data that reports the linkage between students, the courses to which they are assigned, and the teachers who provide instruction to these students.

  • TCS data is collected through your school’s Student Information System (SIS)

How will tcs data impact educator evaluations
How will TCS Data Impact Educator Evaluations?

Beginning in SY 2013/14, TCS data will establish which students’ growth will inform a portion of which educator’s evaluations.

Each LEA decides on its own policy for which teachers are contributing educators to the ELA and Math learning for which students, based on guidance from RIDE.







What is a contributing educator
What is a Contributing Educator?

  • A Contributing Educator (CE) is the teacher who has an assignment that is expected to contribute to the literacy or mathematics development of students.

  • Many teachers may be identified as contributing educators for one student.

  • Each LEA has developed a Contributing Educator policy or guidance that defines which teachers are considered to be Contributing Educators to ELA and/or Math.

  • All principals must consult their LEA’s policy/guidance before beginning Roster Verification so that they understand which teachers and courses are impacted at your school.

Why is the role of the principal such an important part of the roster verification process
Why is the role of the Principal such an important part of the Roster Verification Process?

  • Data Clerks and Data Managers are responsible for TCS data entry and maintenance of the SIS system

  • However, Teachers and Principals are the primary users of the TCS data, as they will be the ones using TCS data on a daily basis

  • Ultimately, only Teachers and Principals can confirm that the data accurately reflect the appropriate instructional connections between teachers and classes and students

Think of yourself as the “customer” of TCS Data. The data must be accurate, reliable, and ultimately useful for YOU.

What are the key dates for the roster verification process
What are the Key Dates for the Roster Verification Process? the Roster Verification Process?

Wed, May 22 – Fri, May 24, 2013

Wed, May 29 – Wed, June 5, 2013

Thurs, June 6 –

Tues, June 25 2013

Getting Started with the the Roster Verification Process?

EPSS Roster Verification Tool

May 2013

Getting started how to log in to the roster verification system
Getting Started: How to Log in to the Roster Verification System

For additional login support, visit

Step 3 enter your ridemap username password and click the login button
Step 3: Enter your RIDEmap username, password, and click the Login button

  • Type here:

  • Your RIDEmap username

  • Your Password

Click “Login” Button when finished

If you forget your password, click on this link or need to register for a RIDEmap account, click on one of these links.

Step 4 click on the epss link in ridemap
Step 4: Click on the EPSS link in RIDEmap Login button

Click the EPSS link after you log into RIDEmap

Step 5 go to the roster verification tab in the epss
Step 5: Go to the Roster Verification tab in the EPSS Login button

Open the Roster Verification tab by clicking on it

Process Overview Login button

May 2013

Process overview
Process Overview Login button

Stage I Login button

Review Teacher-Course-Section Data


Stage I Login button


Stage i steps
Stage I Steps: Login button

Step 3 Login button: Compile list of Teachers, Courses, and Sections which need to be added or updated in your Student Information System (SIS)

  • List of Teachers and their Assigned Sections to be added to SIS

  • List of Teachers and their Assigned Sections to be modified in the SIS

Step 4 Login button: Work with your school’s Registrar, Data Clerk, or Data Manager to ensure your Student Information System is properly updated

Step 5 after 24 hours check the rv tool in the epss to confirm sis updates were completed
Step 5 Login button: After 24 hours, check the RV Tool in the EPSS to confirm SIS updates were completed

Confirm Missing Course has been added to my Roster

Stage II Login button

Monitor Status of Teacher Roster Verification

May 2013

Objectives: Login button

Stage II

Supports for teachers
Supports for Teachers Login button

  • RIDE has created a teacher training video that can be found at:

  • An accompanying teacher guidance document that can be found at:

  • We have developed a flyer that you can share with your teachers which provides and overview and links to key resources that can be found at:

    We appreciate your help in ensuring that all teachers are prepared to participate in Stage II of

    the Roster Verification Process!

Stage ii steps
Stage II Steps: Login button

Step 1 Login button: Log into RV Tool on a daily basis to review status of each teacher’s Roster Verification work

Step Login button2: Identify teachers who have not yet begun Roster Verification or who have begun but not yet finished.

  • Identify teachers who are behind during the “teacher open period” and may not understand:

    • Expectations for Roster Verification

    • What specific steps they need to take to complete the Roster Verification process

Step 3 provide additional training or support to teachers in need of assistance
Step Login button3: Provide additional training or support to teachers in need of assistance

  • Direct teachers to the Roster Verification Guidance Document and Video at:

    Training Video: Document:

  • Provide one-on-one support to teachers

Stage III Login button

Review Teacher Rosters, Make Final Changes and Sign-Off

May 2013

Objectives: Login button

Stage III

Stage iii steps
Stage III Steps: Login button

Before you start get acquainted with the view teacher rosters page
Before you start: Get Acquainted with the Login button View Teacher Rosters Page

Understanding the data on the roster list
Understanding the data on the Roster List Login button

To view any changes made to the original record, you would click on the “Edit” button to take you to a page where you can view the teacher’s changes against the original submission through the Student Information System.

Each student will have a related Course ID, Course Title, Section ID, and Student ID

Each student will also have a set of “roster” related data which each teacher has reviewed to verify their final rosters.

Students in a teacher’s class as of May 20, 2013

Summary of possible changes to rosters can be flagged by teacher in rv tool
Summary of Possible Changes to Rosters Login button(can be flagged by Teacher in RV Tool)

Step 1 review list of students on each teacher s roster
Step 1 Login button: Review list of students on each teacher’s roster

Changes are highlighted in PINK

Step 2 Login button: Review each student’s edits in detail to determine whether the teacher’s changes are appropriate.

This student left prior to May 20, 2013

Example when a teacher removes student from his or her roster
Example Login button: When a Teacher Removes Student from his or her Roster

What do I need to before I approve my teacher’s changes to his or her student roster?

Approval Checklist:

  • What is the reason for the change?

  • What evidence does the teacher provide to support this change?

  • What actions must I take when I approve or reject this change?

  • Does this change impact other students in the same class?

  • Does this change impact other teachers of the same subject?

Another example when a teacher changes his or her contributing educator status
Another Example Student from Roster: When a Teacher Changes his or her Contributing Educator Status

Example of actions needed when a teacher has changed contributing educator status
Example of Actions Needed When a Teacher has Student from RosterChanged “Contributing Educator” Status


Before changing your Contributing Educator status, make sure you have confirmed your district’s policy on Contributing Educators with your principal to ensure that your changes are consistent with your district’s policies.

Step 3 Student from Roster: Keep track of Teachers whose roster verification data are ready for sign-off versus those which require further action on your part

Step 4 resolving discrepancies
Step 4: Resolving Discrepancies Student from Roster

Step 5 sign off on school wide rosters
Step 5 Student from Roster: Sign-Off on School-wide Rosters

Process review
Process Review Student from Roster

What do i do if i need help with roster verification
What do I do if I need help Student from Rosterwith Roster Verification?

  • For SIS questions, please contact your district data systems manager

  • For questions about the Roster Verification Tool:

    • Roster Verification guidance for principals posted at:

    • Contact the RIDEmap help desk at

A reminder about key dates
A Reminder about Key Dates Student from Roster

Wed, May 22 –

Fri, May 24, 2013

Wed, May 29 – Wed, June 5, 2013

Thurs, June 6 –

Tues, June 25 2013