Automated Rostering Explainer for LEA Staff

Owned by Steph Sessions
Last updated: Aug 05, 2024 by Jennifer Lindley
4 min read

CLI Engage features the automated rostering process, an automated process to create and maintain student rosters, classes, and teacher accounts within the system. Through this process, local education agencies (LEAs) can provide enrollment data to CLI Engage on a regular basis (e.g., daily) through a secure file transfer protocol. Review additional information here: Automated Rostering Requirements

In an effort to streamline the process and prevent future data errors and issues, the following tips are for technology, data, content, and program staff supporting the automated rostering process at your LEA.

Share with Your Staff

Since the automated rostering process automates roster updates, it’s important for all staff at your LEA to be aware of this process and how it impacts your class rosters on CLI Engage. These messages might be helpful to share with your staff, especially if you are onboarding new staff and teachers.

  • Your LEA uses the automated rostering, an automated roster process, to save time uploading and updating class rosters during the school year

  • On a regular schedule (e.g., daily) your class rosters are sent from your LEA’s data department to CLI Engage

  • Manual changes made on CLI Engage will be overwritten after these regular updates, so DO NOT make manual updates within the system

  • Based on your LEA’s enrollment processes, there may be a delay between the student walking into the classroom and appearing in the roster data for CLI Engage

  • If you see errors in your class rosters, follow your LEA procedure for reporting these changes (see recommendations below)

If your technology team has questions about the automated rostering process currently running for your LEA, reach out to our support team by submitting a help ticket. Be sure to indicate “Automated Rostering” so we can prioritize your ticket.

Recommendations

Each school year, provide clear guidelines to all your registrars on:

  • How to enroll new students

  • How to enroll students into homeroom classes

  • How to move students between classes

  • How to move students between schools

  • What is the expected timeline for student enrollment changes or updates (for instance, teachers should expect to see new students in their roster within 3 days)

Provide guidance to your teachers about how to report roster issues or updates that are needed. Depending on your internal processes, consider the following:

  • Ask teachers to contact the registrar, who may be housed at the LEA- or campus-level

  • Field teacher email requests for roster changes and coordinate with your technology/data team directly

  • Ask teachers to coordinate directly with your technology/data team for updates

Custom notifications on CLI Engage can be used to convey information for your LEA’s users on CLI Engage.