NOTE: the CERS Student Groups Extract is in BETA testing at this time


CERS Student Groups Extract is a new page used to create comma-delimited student group files for uploading into CERS (California Educator Reporting System). These student groups are used to aid in analyzing the assessment results. In the first phase the files will need to be manually uploaded into CERS. Development is continuing on a process that will use the CSV files as a data transfer format, but they will be sent to CERS through an API-based method using security similar to the State Electronic Score Reports. 


The CERS Student Groups Extract offers different options to limit/filter the file to be created. It is being released as a hidden page for beta testers to use and provide feedback. 


To access the CERS Student Groups extract type  /CERSStudentGroups.aspx   at the end of the your district's Aeries URL.






Security for CERS Student Groups 


The Admin user type automatically has the ability to use the CERS Student Groups Extract page without any additional security setup. User and Portal Group accounts will need Administer permission to the CERS Student Groups area. It can be found within the Other area in Security.


Please view this article:  Security  for more detailed information on how to set up permissions for users and groups.



CERS Student Groups Extract - Set Up


The CERS Student Groups Extract can be run at the District level or the School level and includes several levels of options to customize the student group rosters.


Subject Area - Select the Subject Area in the state reporting system that this student group roster is for. The available options are ELA, Math or All


Type - Select the type of student group roster. This selection will affect the filtering options in the Extract Configurations Options tab.

  • Secondary Master Schedule Classes - provides Course filters for Department Code, Subject Area and Courses
  • Elementary Teachers - provides a Teacher/Counselor Code or Name filter
  • Elementary Grade Level - provides a Filter by Grade
  • Counselor  - provides a Teacher/Counselor Code or Name filter
  • Student Group - provides a filter of Student Groups by Group Code or Name




School Selection - Schools to Extract - when run at the District level at least one school must be selected. When run at the School level the school that you are logged into will be selected by default, however other schools can also be selected. By default only active schools are displayed in the list, but temporarily all schools can be displayed by un-checking the Show active schools only option. There are Select All Schools and Clear All buttons at the bottom of the school list to make selections quicker.




Extract Configuration Options - Group Name Pattern - select the naming scheme for the student Group Name that will be sent up to CERS. Each student group can have at most 200 students. If a group contains more than 200 students the number at the end will be incremented for the next set of 200 students.

  • Teacher Name + Period - Student Group Name will be in the format  School Number+Teacher Last Name+Period+number.  
  • Teacher Name + Section - Student Group Name will be in the format  School Number+Teacher Last Name+Section Number+number 
  • Teacher Name + Course Title - Student Group Name will be in the format  School Number+Teacher Last Name+Course Title+number
     



Extract Configuration Options -Associated Staff - select the Staff that the Student Group is being created for. At this time all active records in the Staff (STF) table that have a State Educator ID (STF.SID) populate the list. Un-check the option to temporarily list all active and inactive Staff records with a State Educator ID. 


NOTE: CERS requires that the staff members have a valid email address. Make sure that any staff members that are selected to receive student groups have a valid email address in the Staff Email (STF.EM) field.



The Associated Staff table includes a filter at the top of the list to quickly search for individual staff members. Multiple records can be selected by clicking on the Staff record. The Select All Staff button can also be used to select all records in the filtered list. In the below example two counselors from school 994 have been selected. These counselors will be able to log into the CERS system and create assessment reports for the student groups that are created in the extract.



NOTE: When creating a new CERS Student Groups extract click on the Clear All button to ensure that no default Staff are selected prior to making your selections



Extract Configuration Options - Course Filters - The Course Filters is available when the CERS Student Group Type is set to Secondary Master Schedule Classes and allows you to create rosters of students based on one or more Department Codes, Subject Areas or Courses. Filters are available at the top of each to help limit the lists for easier selection. Select All and Clear All buttons are also available for each list. The selections build upon each other and if the lists need to be limited even further the Course User Code fields can be used to only include courses with certain values.


In the below example classes with an English Subject area and that are Course Number 0303 will be included in the extract. If, for example, Wresting was also included in the Courses list those Wrestling classes would not have been included in the extract because they do not have an English subject area.



NOTE:  At this time, the teacher is is NOT currently being limited by the selections made in the other Filter boxes. That enhancement is currently under development.



Extract Configuration Options - Filter by Teacher/Counselor Code or Name - The filter by Teacher / Counselor is available when the CERS Student Group Type is set to Elementary Teacher or Counselor and allows you to create rosters of students based on one or more teachers/counselors. A filter is available at the top to help limit the list for easier selection. Select All Teachers/Counselors and Clear All buttons are also available. The selections build upon each other.


In the below example the filter is being used to limit to counselors in the 994 school.



Extract Configuration Options - Filter by Grade - The filter by Grade is available when the CERS Student Group Type is set to Elementary Grade Level and allows you to create rosters of students based on one or more grades. A filter is available at the top to help limit the list for easier selection. Select All Grade Levels and Clear All buttons are also available. The selections build upon each other.


In the below example the filter is being used to list all grade levels that begin with F so that the fourth and fifth grades can be quickly selected.



Extract Configuration Options - Filter by Group Code or Name - The filter by Group Code or Name is available when the CERS Student Group Type is set to Student Group and allows you to create rosters of students based on one or more student groups defined in the Aeries Student Groups page. Please see the Student Groups documentation for more information on how to create and maintain student groups in Aeries. A filter is available at the top to help limit the list for easier selection. Select All Groups and Clear All buttons are also available. The selections build upon each other.


In the below example the filter is being used to list all student groups that contain "Re" so that the elementary Reading groups in school 990 can be quickly selected.



Scheduled Processes - For Phase 2 - Not Available at This Time


Saved Profiles - Select Profiles to Extract - The available profiles are listed based on your prior selections. A filter is available at the top of the list to quickly limit the selections. Click on a profile to select it. Click on the Save button to save all selections that have been made prior to creating the CERS Student Groups extract file.



NOTE: Save all selections prior to creating the CERS Student Groups File


Once all selections have been saved click on the TOMS Class Roster File button to create the CERS Student Groups roster file. A popup message will display when the file creation has completed with the number of records. Click OK to remove the popup.




Extracted Files - this tab lists the CERS Student Group extract files along with the date and time they were created, the logged in user that created them, and the number of records in the file. Click on the Download icon to download the file. In the Chrome browser the file will also display at the bottom of the browser. This file can then be taken from your computer's Downloads folder and imported into the CERS system.




CERS Student Groups Extract Files - File Layout

The CERS Student Groups Extract files follow the template specifications outlined in the 2019-20 California Educator Reporting System User Guide.  Below is a screenshot of what the file looks like. Please follow the guidelines in the CERS User Guide for importing the Student Groups file into CERS.