ÌÇÐÄVlog

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 Organization Administrators through rostering students to new classes.

For a full page view of the demo, .

For a Spanish version of the demo, .

Using theÌýImport Users/RostersÌýbulk import process does not allow you to remove students, teachers, or classes from the organization account. For steps onÌýdropping staffÌýfrom the organization account, refer to theÌýManage Users for Manual Rostering DistrictsÌýarticle. For steps onÌýarchiving classes, refer to theÌýAdmin Tools - Archive ClassesÌýarticle.

To ensure you are completing each field correctly, we recommend having theÌýImport Users/Rosters - Template InstructionsÌýopened as well.

Article Contents

Access Import Users/Rosters

Enter New Student Info

Add Existing Student Info

Enter New Teacher Info

Add Existing Teacher Info

Enter Class Info

Upload Users/Rosters File

Access Import Users/Rosters

1.Ìý

Note:ÌýIf you have both the Teacher and Administrator roles, you'll need to switch to your Administrator role on your Profile menu to access the Admin Tools. For steps on toggling between roles, refer to theÌýHow to Access Roles, Organizations, and Profile SettingÌýarticle.

2. Click onÌýImport Users/RostersÌýfrom the navigation menu.

3. Click on theÌýSelect SchoolÌýdrop-down and select the school you want to complete the import for.

If you are aÌýSchool Organization Administrator, you will need to select the school you want to complete the import for from yourÌýProfileÌýmenu in theÌýOrganizationÌýsection.

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 articleÌýfor more information.Ìý

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

We highly recommend downloading theÌýExport Teachers & StudentsÌýfile to verify the students do not yet have an account created. If they do have an account, follow the steps in the next section.

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

3. Enter a Grade Level for every student. This is an optional field.

4. We recommend entering anÌýEmailÌýfor each student if they have one assigned to them. This is also an optional field.

5. Entering aÌýUsernameÌýandÌýPasswordÌýfor each student is optional. The system will generate a username andÌýtemporary password for each student if you leave these fields blank.

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

7. 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.

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 articleÌýfor more information.Ìý

1. On theÌýImport Users/RostersÌýpage, click on the desired file format for theÌýBlank Template.Ìý

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 theÌýExport Teachers & StudentsÌýfile.

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

4. Copy theÌýUser GUID, User ID, Role,ÌýFirst Name,ÌýLast Name,ÌýGrade Level,ÌýEmail, andÌýUsernameÌýfor each student you want to add to the class (columns A-H).

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

Enter New Teacher 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 articleÌýfor more information.Ìý

To create new classes, you also have to add the teacher's information to the roster template. To add existing teacher information, refer to the Add Existing Teacher Info section.

1. On theÌýImport Users/RostersÌýpage, click on the desired file format for theÌýBlank Template.Ìý

If you already downloaded the Blank Template file, you do not need to do so again. You can add new teacher info to the same file.

We highly recommend downloading theÌýExport Teachers & Students file to verify the teachers do not yet have an account created. If they do have an account, follow the steps in the next section.

2. On your Blank Template, for every new teacher you need to add to the system, you must enter a User ID, Role, First Name, and Last Name.

3. Leave the Grade Level field blank for those with the Teacher Role.

4. Enter an Email address for each teacher.

5. Enter a Username and Password for each teacher is optional.

The system will generate a username and temporary password for each user if you leave these fields blank.

6. Leave the User GUID field blank, as the system will generate one for each new user during the upload process.

If you're creating multiple classes for the same teacher, you will need to copy the teacher's information into a separate line for each class.

You can add more than one teacher to the same file as well. Remember to only add teachers and classes for the school you selected on the Import Users/Rosters page.

7. If you would like to also add existing teacher info to the same file, refer to theÌýAdd Existing Teacher InfoÌýsection. Otherwise, navigate to theÌýEnter Class InfoÌýsection.

Add Existing Teacher 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 articleÌýfor more information.Ìý

1. On theÌýImport Users/RostersÌýpage, click on the desired file format for theÌýBlank Template.Ìý

If you already downloaded the Blank Template from a previous step, you do not need to do so again. You can add existing teacher info to the same file.

2. Download theÌýExport Teachers & StudentsÌýfile.

3. On theÌýExport Teachers & Students file, scroll, use CTRL + F, or use Filters to locate the teachers you want to add to the class.

4. Copy theÌýUser GUID,ÌýRole,ÌýFirst Name,ÌýLast Name,ÌýGrade Level,ÌýEmail, andÌýUsername for each teacher you want to add to the class (columns A-H).

5. In yourÌýBlank Template, paste the copied teacher information into fields A-H.Ìý

Enter Class Info

1. On your roster file, for every Class Name, enter a Class ID.

If the class has the same exact Class Name, the Class ID should also match for that class for each user.

Ex: Class Name ALEKS Adventure has the Class ID ALEKSAdventure for each user assigned to that class.

2. Add a Class Grade Level for each class on the file.

Each class with the same name should have the same grade level assigned.

Ex: All ALEKS Adventure classes have the Class Grade Level of 3 assigned to it.

3. Enter a Class Start Date and Class End Date for each class.

If the Class Name is the same, the Start and End Dates should also match for each entry.

4. Enter the Master Code for each class.

The Student Edition should be assigned to each user with the Student Role, while the Teacher Edition should be assigned to each user with the Teacher Role.

Master Codes can be found on the Manage Products page of the Admin Tools.

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

Format:ÌýMasterCode:ResourceCode

You can assign multiple classes on the same file.

To assign the user to multiple classes on one file, copy the user's information into an additional row for each class they need assigned to.

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

Upload Users/Rosters File

1. On theÌýImport Users/RostersÌýpage, click theÌýChoose FileÌýbutton and select the completed copy of the template from your device.

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-right.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.

You can click theÌýActionsÌýicon to download the Uploaded File, Completed File, or Error File.Ìý

Ìý

• °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, teacher, 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)Ìýdon'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 withÌýthe teachersÌýso they can access their accounts as well as provide the students with their logins.
    Ìý

• °Õ³ó±ð Error FileÌýis a summary of the students, teachers, 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 aÌýstudent, teacher,Ìýand/or class was created, the ErrorÌýfile will include the relevant GUIDs for thoseÌýstudent(s), teacher(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.

    • You do not need to remove theÌýErrorÌýcolumn from the fileÌýtoÌýre-import it.

    • Refer to theÌýImport Users/Rosters - Errors and Resolution StepsÌýdocument for details on each error received and how to resolve them.