Enroll Students Using the Class Roster File

How to specify Kindergarten and Pre-Kindergarten students in your Class Roster File

To include Kindergarten and Pre-Kindergarten students in your Class Roster File, please use the following guidelines:

• Grade 13 is used to represent kindergarten students.
• Grade 14 is used to represent pre-kindergarten students.

How to identify students taking NWEA Paper-Pencil assessments in your Class Roster File

If your district is administering NWEA Paper-Pencil tests, please pay close attention to the Class Subject Name field (Column O) in the Class Roster File (CRF). This field serves two purposes:

• It identifies the subject in which the student will take a paper-pencil test.
• It associates the student to the teacher or individual that will administer the test.

It is important to include only one teacher for each subject per student. There are unique Paper-Pencil subject codes that need to be used to identify the test subjects that will be administered to a student; these codes are found in the Class Roster File template.

After your CRF has been processed, pre-printed answer sheets will be sent to the district along with summary information to facilitate the routing of sheets to the appropriate teachers.

Please note: correct printing, distribution, organization, and scoring of answer sheets depends on the proper association of Class Subject Name to the teacher that will administer the test. Failure to associate a test subject to the correct teacher can delay CRF processing, student testing, and acquisition of online and ordered reports.

How to submit your Class Roster File (CRF) and Special Program File (SPF) for enrollment

Follow these steps to submit your Class Roster File (CRF) and Special Program File (SPF) for enrollment:

• Log onto the NWEA Reports Site and click the Upload Roster link from the left-hand navigation menu.
• Select the School or District Name and the Roster Term, and then click the Add Files button.
• In the Add File window, browse to the CRF and SPF (optional), and then click the Open button to add the files.
• Click the Start Upload button to submit your files to NWEA.

Please note: the SPF is an optional file; however, if your district is submitting an SPF, it must be submitted at the same time as the CRF.

Can I expedite the processing of my Class Roster File?

NWEA makes every effort to process your Class Roster File (CRF) and Special Programs File (SPF) as quickly as possible; however, due to the high volume of CRFs and SPFs we receive during certain times of the year, we cannot guarantee that your files will be processed in less than two weeks (14 days) from the date received.

NWEA is unable to prioritize or expedite the processing of CRFs and SPFs. In order to provide the same level of support to all our member districts, CRFs and SPFs are processed in the order in which they are received. There are steps you can take, though, to ensure your district’s files can be processed as efficiently as possible:

• Verify that your CRF and SPF files adhere to the specifications outlined in the CRF and SPF templates. The CRF must have 25 columns (A-Y), and the SPF must have 6 columns (A-F). Check that data is provided for all required fields.
• Ensure all CRF data is on one tab of one Excel or text file. If your district has multiple CRF data files, the data should be combined into one file, if possible, to ensure your district’s data is processed according to your intentions. Be aware that a file received for a school will replace any previous CRF and SPF submissions received that term for that school. If your district is in the habit of submitting multiple CRFs in short succession, we recommend that the files be held and batched together so that one set of files does not accidentally replace another.
• When you submit your CRF and SPF on the Upload Roster page of the Reports Site, include contact information for the person who will be available to answer questions about the roster files as they are being processed by NWEA. Also, be sure to respond promptly to calls and emails from the Technical Support team regarding questions about your district’s CRF and SPF.