SAS® EVAAS

ROSTER VERIFICATION FAQ SPRING 2020-21

1. What is the purpose of roster verification?

The purpose is to enable educators to review and fine-tune the linkage data from PowerSchool.
Capturing the precise proportion of instructional responsibility for each teacher at the individual
student level ensures that EVAAS Teacher Value-Added reports tie student growth to teachers in the
fairest and most accurate way possible.

Questions about Who Should Verify Rosters

2. Which non-CTE subjects and courses should have rosters?

All semester-long subjects and courses in which a state assessment is administered should have
rosters.
How do users know whether to add rosters? Add a roster if a teacher who had direct instructional
responsibility for a subject or course does not have a roster for that subject or course.
How do users know whether to remove rosters? Remove rosters for courses in which no state test
is administered (for example, AP courses) or the teacher did not teach.
• For step-by-step instructions on how to add or remove rosters, log on to EVAAS Roster
Verification and click Help.
• For information about which teachers should verify rosters, see question 3 below.
• See CTE Courses included in Roster Verification for a list of high school CTE subjects and courses
that should have rosters.

See also subjects and grades that should have rosters .

3. Which teachers participate in roster verification?

Teachers who have direct instructional responsibility for students in classes in which the
assessments listed in question 2 above are administered should participate in roster verification.
See also teachers participating in roster verification.

4. Should teachers in an advanced teaching or multi-classroom leadership role claim

instructional responsibility?
Educators who mentor in an advanced teaching or multi-classroom leadership role should not claim
instructional responsibility for students unless they are the primary teacher of record for a
classroom of students. In cases where advanced teachers are co-teaching, modeling instruction, or
otherwise collaborating with another teacher, they should not claim instructional responsibility.
EVAAS is developing a separate growth model for these advanced teaching roles.

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 5. Is class size a factor in whether to complete roster verification?
No. Class size does not impact whether a teacher participates in fall roster verification. The
determining factor is whether the teacher instructs students in a content area with a state
assessment.

Questions about Claiming Instructional Responsibility

6. What values should be entered in the Student + Teacher Assignment and Your % of
Instruction fields on rosters?
Student + Teacher Assignment indicates the proportion of the school year (or semester for a
semester-long course) that the teacher and student were assigned to each other. Daily attendance
should not be captured here. (See question 13). This column is prepopulated with a percentage
based on data in PowerSchool. The prepopulated percentages are not final. Teachers must make
changes to these rosters when appropriate and verify their rosters. A Student + Teacher Assignment
worksheet provides teachers with the percentage to enter into the Student + Teacher Assignment
column for the student based on the day on which the student was enrolled in the teacher’s
class/caseload. K-2 teachers should see the next question for claiming instructions. Underclaiming is
allowed in some circumstances, such as a teacher beginning employment after the first day of
school. The student might cause underclaiming by entering the class after the first day of school or
moving out of the classroom before the end of the school year.
Your % of Instruction should reflect the percentage of the student’s instruction in this subject that
was provided by this teacher. If another teacher or specialist was responsible for some of the
student’s instruction in this subject, each teacher’s roster should reflect the appropriate percentage.
The sum of the teachers’ percentages must be less than or equal to 100%.
The Sample Scenarios document provides instructions for calculating instructional responsibility in a
variety of instructional situations, including:
• Students who arrived part-way through the school year (or semester for a semester-long course)
• Team teaching
• Teacher and specialist co-teaching
• Push-in and pull-out services
• Extended teacher absences

7. How do kindergarten, first-, and second-grade teachers claim their students?

For the 2020-21 school year, all kindergarten, first-, and second-grade teachers should claim
students from MOY (January 1) to EOY (May 28). Starting May 3, the first day of the EOY testing
window, the first K-2 assessment a student completes will count as the only EOY test for that
student (unless a test misadministration is issued). Additional tests taken by students will not be
used to calculate growth. Contact [email protected] with questions.
The Sample Scenarios document describes how to adjust Student + Teacher Assignment based on
the number of days the teacher was responsible for a student from the beginning of the MOY state
test administration window to the EOY state test administration window.

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8. Where do NCVPS teachers claim their students?
Local school districts should not create rosters for NCVPS teachers. NCVPS is a separate school
district in EVAAS. These teachers have their own EVAAS accounts and will claim students
accordingly.
See the instructions for NCVPS teachers.

9. How should teachers claim instructional responsibility for students who are in in-school
suspension (ISS) settings?
If a student is in an in-school suspension classroom for some period of time, the instructional
responsibility for that student remains with the Teacher of Record. The exception to this would be if
an ISS teacher is delivering instruction to that student in the tested curriculum area. In that case, the
ISS teacher would also complete roster verification and claim partial instructional responsibility for
that student. The Sample Scenarios document describes how to adjust Your % of Instruction to
account for sharing responsibility. (See the section about team teaching.)

10. How should teachers claim instructional responsibility for students who have been placed
in homebound or home hospital settings?
If a different teacher provided by the LEA is delivering the instruction to the student, the teachers
share instructional responsibility. If another LEA-provided teacher is not providing instruction to the
homebound student, 100% of instructional responsibility remains with the classroom teacher.

11. What should teachers do if they are trying to add a student to a roster but EVAAS says the
student cannot be found?
Make sure you spelled the student's last name correctly. You can also try searching for the first few
letters of the student's last name, leaving the student ID blank, and choosing All Schools within your
district or try searching for the student’s student ID only and choosing All Districts.
If a student enrolled in a school after data in your student information system was transmitted to
EVAAS, that student will not appear in the student search results. Students are added at regular
intervals throughout roster verification. The dates when new students will be available are posted
on the Important Dates page in the EVAAS online Help.
• Teachers: If you have questions about missing students, contact a school admin or school roster
approver.
• School admins or school roster approvers: If you have questions about missing students, contact
a district admin or district roster approver.
• District admins or district roster approvers: If you have questions about missing students,
contact EVAAS Support.

12. Should students who were not in membership for the entire school year (or semester for
a semester-long course) be included?
Yes. All students should be included regardless of the length of time that they were enrolled in a
course. The Sample Scenarios document describes how to adjust Student + Teacher Assignment to
account for partial enrollment.

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13. How is student daily attendance addressed in roster verification?
Enrollment and attendance are two different things. Students should be claimed for the time they
are enrolled in a class. Daily attendance is not part of the value-added analysis. Do not adjust
percentages to account for student absenteeism.

14. How are approved extended teacher absences addressed in roster verification?
Teachers can include their extended absences from school in the Student + Teacher Assignment
calculation when those approved absences meet or exceed the following number of days:
• 20 or more consecutive days in a year-long calendar
• 10 or more consecutive days in a semester block schedule
• 36 or more non-consecutive days in a year-long calendar
• 18 or more non-consecutive days in a semester block schedule

15. If a teacher was hired after the school year started and did not teach for the entire course,
should the rosters reflect this?
Yes. On worksheets provided by NCDPI, find the day of the school year that the teacher began
teaching and enter the corresponding percentage in the Student + Teacher Assignment field. The
remaining instructional responsibility will be claimed by the previous teacher or not claimed by
anyone if there was no previous teacher. It is acceptable in this case to have underclaimed students.

16. What if CTE teachers don't see their rosters?

Not all high school CTE classes participate. There is no roster verification required for CTE middle
school courses, post-assessments in field test, courses in pilot status, or some courses with third-
party assessments. Refer to the list of CTE assessments included in roster verification for further
clarification.

17. What if a student is overclaimed between two different districts?

Educators do not need to resolve overclaiming across districts. When overclaiming occurs because
teachers in different districts each claim full or partial instructional responsibility for the same
student in the same tested subject, the instructional responsibility for each teacher will be adjusted
proportionally so that the total instructional responsibility claimed across all teachers is 100%.

18. What if a student is overclaimed within the same district?

Overclaiming within the district should be resolved.
• Teachers: When other teachers verify their rosters, claiming data for their students will be
updated. Work with the other teachers who are also claiming the student. If you cannot see the
name of another teacher claiming the student, contact a school admin.
• School admins: Work with your district EVAAS administrator and other school admins to
eliminate any overclaiming of students.

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General Questions

19. What happens if a teacher does not submit rosters before the teacher verification phase ends?
When the teacher verification phase ends, all rosters that teachers have not submitted are
automatically submitted to the school. If a teacher is not finished, a school admin can return the
teacher's rosters to the teacher.

20. What happens if a school does not submit rosters before the school verification phase ends?
When the school verification phase ends, all rosters that schools have not submitted are
automatically submitted to the district. If a school is not finished, a district admin can return the
school's rosters to the school. Rosters cannot be returned to the teacher once the district phase
begins.

21. What happens if a district does not submit rosters before the district verification phase ends?
When the district verification phase ends, all rosters for all schools are automatically submitted to
EVAAS. The rosters are considered final and cannot be returned to any users or changed by EVAAS
or NCDPI.

22. How can a teacher's email address be corrected in EVAAS?

If the email address associated with a teacher's EVAAS account is incorrect, the teacher will not
receive email notifications from EVAAS, including emails that contain login information. A school
admin can correct the email address by following these steps:
1. Log in to EVAAS.
2. Click Admin at the top of the window.
3. Click the teacher's name.
4. In the Account Options box, choose Change Email.
5. Follow the on-screen directions to enter a new email address.
Note: After you’ve updated the email address in EVAAS, you must ensure that the teacher’s email is
correct in PowerSchool. If the email is not correct in PowerSchool, the email address
associated with the teacher’s EVAAS account will be overwritten with the incorrect email
address in PowerSchool when EVAAS accounts are automatically updated.

23. Can I edit a previous term's rosters during this term?

No. Once rosters are submitted to EVAAS, they are considered final and can no longer be edited.

24. What if a teacher is missing a roster?

If a teacher taught a subject or course that is tested with an assessment identified in question 2, you
need to add a roster. To do this, navigate to the teacher's Roster Verification Summary report and
click Add Roster. For step-by-step instructions, log in to EVAAS Roster Verification and click Help.

25. What if a teacher has rosters for subjects that he or she did not teach?
Remove those rosters by navigating to the teacher's Roster Verification Summary report and clicking
Remove Roster. For step-by-step instructions, log in to EVAAS Roster Verification and click Help.

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Questions about Virtual Learning

26. What if a teacher provides virtual instruction to students at more than one school?
Teachers can access rosters at each school through roster verification and should claim students on
the roster at the school where each student is enrolled. The exception is for districts that have
students enrolled in a virtual academy that has been set up as a separate school in EDDIE. In this
case, teachers will have all rosters tied to the virtual academy.

27. Do teachers need an account for every school where they teach?
Teachers do not need separate accounts at each school for roster verification. They can log in to any
account to see all rosters, even those not at the school the account is tied to.

28. What if a teacher provides both face-to-face and virtual instruction to the same group of
students?
If one teacher provides both face-to-face and virtual instruction for the same group of students, the
teacher claims 100% instructional responsibility.

29. What if a teacher shares face-to-face instruction with a teacher who teaches virtually?
If the teacher providing virtual instruction is different than the teacher providing face-to-face
instruction, the teachers share instructional responsibility. See the section for team teaching in the
Sample Scenarios document for how to adjust Your % of Instruction to account for sharing
responsibility.

30. What if a non-certified teacher monitors an in-person class during virtual instruction?
Non-certified personnel do not complete roster verification.

31. What if a certified teacher monitors an in-person class during virtual instruction?
If a student is participating in virtual learning in a school building, the instructional responsibility for
that student remains with the Teacher of Record. The exception to this would be if a classroom
monitor is a certified teacher delivering instruction to that student in the tested curriculum area. In
that case, the classroom monitor would also complete roster verification and claim partial
instructional responsibility for that student. The Sample Scenarios document describes how to
adjust Your % of Instruction to account for sharing responsibility. (See the section for team
teaching.)