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Import Students/Rosters - Roster Students to New Classes

Find guidance for rostering new and existing students to newly created classes with bulk upload templates.

Tags

This article applies to Manual Rostering districts.ÌýManual Rostering means that teachers manually redeem program content and roster their own classes.

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SSO applies to districts that use an SSO portal, district website, or Learning Management System (LMS) to access ÌÇÐÄVlog digital programs, and Direct Login means that teachers, students, and administrators log in at my.mheducation.com.

Not sure which Access Service your district uses? ClickÌýÌýto learn more about the four Access Services that we support.

This article guides teachers through rostering new and existing student accounts to new classes.

For a full page view of the demo, .

For a Spanish version of the demo, .

Note:ÌýIf you are creating classes forÌýanother teacher, you will need to do so from the Admin Tools as a District or School Administrator, or from that teacher's account. When using the Import Students/Roster tool at the teacher level the teacher who completes the import is assigned as the teacher for the created class(es).

The process of adding students and classes through the Import Students/Rosters tool is alsoÌýschool-specific. This means that the students will only be assigned to the school that you are assigned to/have selected (if assigned to multiple schools as a teacher).

Article Contents

Access Import Students/Rosters

Enter New Student Info

Add Existing Student Info

Enter Class Info

Upload Students/Rosters File

Access Import Students/Rosters

1.Ìý

2. ClickÌýImport Students/RostersÌýon your teacher dashboard.

Important!ÌýIf you are connected to multiple schools, click on theÌýProfileÌýbutton at the top-right of your account and select the correct school from theÌýOrganizationÌýsection of the menu.

Enter New Student Info

This section should only be completed by district that areÌýDirect Login and Manual RosteringÌýdistrict.

Direct Login means that teachers, students, and administrators log in atÌý. Manual Rostering means that teachers manually redeem program content and roster their own classes.ÌýIf you are unsure which Access Service applies to your district, please seeÌýthis article for more information.

1. Click on the preferred file format for theÌýBlank Template. The document will download to your device.

We highly recommend downloading theÌýExport Students file to verify the students do not yet have an account created. If they do have an account, follow the steps in the Add Existing Student Info section.

2. For every new student you need to roster, youÌýmustÌýenter aÌýStudent ID,ÌýFirst Name, andÌýLast Name.

3. Enter aÌýGrade Level for every student. We recommend entering anÌýEmailÌýfor each student if they have one assigned to them.Ìý These are both optional fields.

4. Entering a UsernameÌýandÌýPasswordÌýfor each student is optional. The system will generate a username andÌýtemporary passwordÌýfor each student if you leave these fields blank.

5. Leave theÌýUser GUID field blank, as the system will generate one for each new student.

6. If you would like to also add existing student info to the same file, refer to theÌýAdd Existing Student InfoÌýsection. Otherwise, navigate to theÌýEnter Class InfoÌýsection.Ìý

Add Existing Student Info

This section can be completed by any district usingÌýManual Rostering, this includes SSO districts.

Manual Rostering means that teachers manually redeem program content and roster their own classes.ÌýIf you are unsure which Access Service applies to your district, please seeÌýthis article for more information.

1. Click on the preferred file format for theÌýBlank Template.

If you already downloaded the file from theÌýEnter New Student InfoÌýsection, you do not need to do so again. You can add existing student info to the same file.

2. Download the Export Students file.

3. On theÌýExport StudentsÌýfile, scroll, use CTRL + F, or use Filters to locate the students you want to add to the class.

4. Copy theÌýStudent GUID,ÌýStudent ID,ÌýFirst Name,ÌýLast Name,ÌýGrade Level,ÌýEmail, andÌýUsername for each student you want to add to the class (columns A-G).

5. In yourÌýBlank Template, paste the copied student information into fields A-G.Ìý

Enter Class Info

1. For all new classes being created, leave the Class GUID field blank. This field will be generated by the system during the upload process.

2. Enter a Class ID and Class Name.

The Class ID is specific to the Class Name you are creating and needs to be different from any other classes you have created.

If there are two or more classes for the same program, you will need to create each with a different Class ID and Class Name. The same rule applies if creating two or more classes.

Ex: ALEKS Adventure Class 1 will have a different Class ID from ALEKS Adventure Class 2.

If students need to be assigned to multiple classes, you will need to create a separate line for each student for each class.

Ex: Student Auston Gerolf is assigned to lines 2 and 3 due to needing access to both ALEKS Adventure and Number Worlds.

3. Enter a Class Grade Level.

Every class with the same name needs to have the same Class Grade Level associated. The student Grade Level can be different from the Class Grade Level.

Ex: ALEKS Adventure C1 has a Class Grade Level "3" assigned to all lines with this class name.

4. Enter a Class Start Date and Class End Date for each class.ÌýAll classes with the same name need to have the same dates associated.

5. Enter the Master Code for each program you've added to the file. You will need to enter the Student Edition Master Code to the field.

Master Codes can be obtained by contacting your Organization Administrator.

For some classes, such as ALEKS (3-12) and ALEKS Adventure, you also need to add a Resource Code. The Resource Code will be an additional code to add at the end of the Master Code.

Format: MasterCode:ResourceCode

Resource Codes are also provided by your Organization Administrator.

6. Save your roster file somewhere easy to locate on your device.

Upload Students/Rosters File

1. On theÌýImportÌýStudents/RostersÌýpage, click theÌýChoose FileÌýbutton and select the completed copy of the template from your computer.Ìý

2. Click theÌýUploadÌýbutton.



The page will automatically navigate to theÌýUpload HistoryÌýpage. Depending on how large the file is, the time will vary on the upload process.


TheÌýStatusÌýof your importÌýshowsÌýits current stage of processing:ÌýÌý

  • QueuedÌýmeans that the import will be processed as soon as possible but has not started yet.ÌýÌý

  • In ProgressÌýmeans that the import has started processingÌýÌýÌý


To check the status of your import, click the RefreshÌýbutton at the top-left.Ìý


Ìý
Once the status changes to Completed, your file has finished processing. If you see Completed with ErrorsÌýin theÌýStatusÌýcolumn, this means a portion of your file was unable to process some of the entered data.ÌýÌý

You can click theÌýActionsÌýicon to download the Uploaded File, Completed File, and Error File.Ìý
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  • °Õ³ó±ð Uploaded FileÌýis the exact file that you uploaded (minus account passwords if you included those on your original file). It's available so that you can access it later if needed.Ìý
    Ìý

  • °Õ³ó±ð Completed FileÌýis a summary of all student and class information that was processed successfully. Ìý

    • Each account created via the import process now has a system-generated User GUID.ÌýÌýÌý

    • If you left the username and password columns blank, the file contains the system-generated usernames along with a temporary password for each account. 

      • The temporary password will expire when it is initially used; theÌýstudentÌýwill be required to set their own permanent custom password once they log in to their account.

      • If the student(s) don't access their account within 90 days of the temporary password being set, an administrator or teacher will need toÌýmanually reset their password.ÌýÌý

    • Share the usernameÌý(and password, if applicable)Ìýon this file withÌýyour students so they can access their accounts.Ìý
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  • °Õ³ó±ð Error FileÌýis a summary of the students and/or classes that did not process successfully. It shows the rows that triggered the error and the specific reason why these rows failed in theÌýErrorÌýcolumn on the far right.ÌýÌý

    • If the data was partially processed and aÌýstudentÌýand/or class was created, the ErrorÌýfile will include the relevant GUIDs for thoseÌýstudent(s) and/or class(es).ÌýÌý

    • You can review the error message(s) and correct the information.ÌýCorrectÌýthe issues described in the error message,Ìýsave the updated file to your computer, and re-import it.

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