Upload a Roster File

What This Is

A roster file tells Standard Education which students belong to which teachers and classrooms for a given screening window. Uploading an accurate roster is the first step before starting any screening cycle. Your roster becomes the foundation for teacher screening forms—students on the roster appear in their assigned teacher's list of students to screen, while students not on the roster won't appear.

Prerequisites

Before you upload a roster file, you need:

• District administrator role in Standard Education
• A roster file in Excel (.xlsx) or CSV format
• Required fields in your file:
  • Student ID
  • Student Name
  • School
  • Grade
  • Teacher Name
  • Teacher Email
  • Classroom/Section
• A roster template (your Standard Education representative can provide one if you need help with your first file)

Steps

1. Prepare Your Roster File

Gather your student enrollment data and organize it into a spreadsheet with all required fields. Include:

• One row per student
• Student IDs that match your district's system
• Accurate student names
• School names as they appear in Standard Education
• Current grade levels
• Teacher names and email addresses (emails must match the accounts teachers use to log in)
• Classroom or section identifiers if applicable

Your Standard Education representative can help you with your first file and can answer questions about formatting requirements.

2. Navigate to the Roster Upload Section

Log in to your Standard Education portal with your district administrator account. Navigate to the roster upload section under Administration or Assessments (exact location depends on your portal configuration).

3. Select the Assessment Type

Choose which assessment the roster is for. For example, if you're uploading students for an SRSS screening cycle, select SRSS.

4. Choose the Screening Term

Select the screening term from the dropdown:

• Fall
• Winter
• Spring

This ensures students appear in the correct screening window.

5. Upload Your File

Click the upload button and select your prepared roster file (Excel .xlsx or CSV). The system will begin processing your file.

6. Review the Upload Summary

After the upload completes, review the summary for any errors or warnings:

• Errors prevent the roster from being saved and must be fixed
• Warnings alert you to potential issues (for example, a teacher email that doesn't match any account) but may allow the upload to proceed

Common errors include:

• Duplicate student IDs
• Missing required fields
• Teacher emails that don't match accounts in the system

Address any errors before proceeding. If you see warnings, decide whether to proceed or make corrections to your file.

7. Confirm the Upload

Once you've reviewed the summary and resolved any errors, click Confirm to save your roster. The system will now use this roster for the selected assessment and screening term.

Expected Result

After a successful upload:

• Students appear in screening forms: All students on your roster appear in their assigned teacher's list of students to screen
• Teachers see their students: When teachers log in to complete screenings, they see the students assigned to them on the roster
• Roster is active: The roster is immediately available for the selected assessment and screening term

Teachers can now begin their screening work.

Notes and Edge Cases

Replacing a Roster

If you upload a new roster for the same assessment type and screening term, the new roster replaces the old one. Important points:

• Any screenings already completed for students who remain on the new roster are preserved
• Students removed from the roster no longer appear in teacher screening forms
• Upload your new roster during a time when teachers aren't actively screening to avoid confusion

Students Missing from Screening Forms

If a teacher reports that students are missing from their screening list, check your roster file:

• Verify the student is included in the roster file
• Confirm the teacher's name and email match exactly (including capitalization)
• Ensure the teacher email matches the account the teacher uses to log in
• Check that the student is assigned to the correct teacher

If you find an error, prepare a corrected roster file and upload it again.

Email Address Matching

This is critical: teacher email addresses in your roster must exactly match the email addresses teachers use to log in to Standard Education. If emails don't match:

• Students won't appear in the correct teacher's screening form
• You may see warnings during upload
• Teachers may report missing students

Double-check email accuracy before uploading.

Timing Recommendation

Upload your roster a few days before the screening window opens. This gives you time to:

• Verify that students appear correctly in teacher forms
• Fix any issues teachers report
• Ensure everything is ready when teachers begin screening

File Format Tips

• Save Excel files as .xlsx (not .xls)
• Use clear, consistent naming for students, schools, and teachers
• Avoid special characters in student IDs that might cause formatting issues
• Include one header row at the top of your file with field names

Need Help?

If you need assistance preparing your roster file, troubleshooting upload errors, or resolving issues after upload, contact your Standard Education representative. They can:

• Provide a roster template for your first file
• Help format your data correctly
• Troubleshoot upload errors
• Answer questions about matching teacher emails or other requirements