Preparing and Uploading Your Roster File

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What is a Roster File?

Your roster file is an Excel or CSV spreadsheet that tells the platform who will be taking your surveys. For example, student surveys require a roster file that lists each student who will be taking the survey. A roster file helps ensure that all respondents receive a survey for their correct school, district, or teacher; whichever is the subject of the survey. 

Our survey taking process is confidential; while we do use respondent information to create surveys and link responses to different demographic groups in reports, we do not show individual responses. One exception is for Student SEL Competency surveys, for which we do provide student-level reports.

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As a best practice, please complete the survey set-up process 2 to 3 weeks prior to your intended launch date! This will give our technical teams time to troubleshoot any issues that may arise. 

Note: Districts and Schools whose Student Information System (SIS) is integrated with Panorama can use our Successports functionality. Successports allow you to load student roster data from Student Success when setting up your survey. Learn more about this functionality in Panorama Academy.

Download a Roster File Template

To ensure that your roster file is automatically understood by our system, we recommend that you download the appropriate roster file template and use it to format your data. If you are not the one who will upload the final file, please download the correct template and send it to your district or school's data team, who can provide you with the correct data to upload. You'll also find these files in the platform (see below).

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Download the roster template for the survey you plan to administer.

Student Surveys Please note: If you would like students to receive their survey links via email, you must upload Student Emails in these files. You can read more about survey delivery options here
Student Surveys About Students (Student Competencies) Confidential Survey
Student surveys about the school (Supports & Environment or Student Feedback) Confidential Survey
Student surveys about the school (Supports & Environment or Student Feedback) Anonymous Survey
Student Surveys About Teachers (Student Feedback about Teaching) Confidential Survey
Student Surveys about Classroom (Student feedback about classroom) Confidential Survey
 
Teacher/Staff Surveys Teacher and Staff Surveys About School (Teacher and Staff Feedback or Teacher SEL) Confidential Survey
Teacher and Staff Surveys About School (Teacher and Staff Feedback or Teacher SEL) Anonymous Survey
Teacher Surveys About Students (Teacher Perception of Student) Confidential Survey
 
Family/Guardian Surveys Please note: If you would like family/guardians to receive their survey links via email, you must upload Guardian Emails. You can read more about survey delivery options here
Family Surveys About School (Family Feedback) Confidential Survey
Family Surveys About School (Family Feedback) Anonymous Survey

Data Quality Checklist

While preparing your roster file, we encourage you to use our Roster File Data Quality Checklist, that provides step by step instructions for cleaning up your roster file and making sure the data is uploaded correctly. 

 

Upload Your Roster File

You can use our 'Rosters Tool' to securely upload student, staff, and family roster files and perform preliminary data integrity checks to ensure a smooth survey administration. In addition to performing an initial review of your data file, this tool minimizes the transfer of sensitive information via email.

You can navigate to the 'roster upload page' when you are setting up a new survey or by clicking the 'Rosters' tab at the top of your page.

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Once you’ve selected your Roster upload location, select 'Choose File' and indicate whether you’ll be uploading a XLSX or CSV file. Once you’ve selected your file for upload, you’re ready to map!

Column mapping is required to describe what data is represented in each column; for example, student grade levels should appear in the 'student grade level' column when mapped correctly, student names, in the 'student name' column. Use the drop-downs to categorize each of the column titles from your file when you are mapping.

 

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Uploading an additional new roster for surveys that are open, will not automatically create new surveys for students. To add students to a new survey, please review the Panorama Academy article.

Once your file has been successfully uploaded, you will see a summary of the data. Read through this to make sure that the numbers of schools, students, employees, and family members matches what you expect as this summary is identifying what appears in your roster file. This is an important moment to pause and make sure no one is missing from the file. It is also possible that you might see errors or warnings to resolve before approving your survey.

Errors Warnings
If you see a red error when you upload your file, you must re-upload a corrected file before moving on. Common errors include having the same ID number associated with different individuals or invalid email addresses (may have a space or other typo). Yellow warning do not require resolution but serve as flags that may require additional review. Common warnings include: students with different ID numbers that have the same name or students enrolled at multiple schools. If these scenarios are expected, the data upload process can continue.

Note: Educators with Admin access now have ability to manage student participation from a survey administration. Learn more about this functionality in Panorama Academy.

Additional Resources

Use Teacher, Staff and Student Google Passwords to Access Surveys (Google SSO)

Note: The Google Single Sign-on option is only available to a subset of the partner districts we work with. Please reach out to your Panorama project team to see if this feature is available for your district.

If your district assigns Google email accounts, teachers, staff members and students can access and respond to Panorama surveys using their Google passwords (Google single sign-on).

Using Google single sign-on won’t require teachers, staff and students to enter an access code to access surveys. Instead, they can click the provided link and enter their Google password to access a survey.

To enable Google single sign-on (SSO) for surveys, be sure student emails are imported as the access code in the Student Roster 

When teachers, staff and students click the link to the survey, the Google Sign-in appears. After they log in, they can access the available surveys.

 

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If they click Exit or the survey times out, they can enter an access code or their Google password to access the surveys again.

Roster File Guides

Review the roster file guides  below to learn what information required by our platform in order to successfully upload a roster file. Each guide also provides additional information and insights that may be helpful for reviewing reports. Understanding what is required within each column of your data file helps to identify specifically what is needed.

Feedback Surveys

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