Import Users/Rosters - Template Instructions
Review instructions for using the user roster import template.
This article applies to districts that useÌýDirect Login and Manual-Rostering. 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.
If you are unsure which Access Service applies to your district, please seeÌýthis articleÌýfor more information.Ìý
Import Users/Rosters allows Organization Administrators to export and import user and class data within their organization(s).Ìý
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- If teachers and students in your organization are using ÌÇÐÄVlog digital platforms for the first time, download and fill out the blank import template to create student accounts, teacher accounts, and classes. Class information is not required if you only wish to import new student and teacher accounts.
- If teachers and students in your organization have already started using ÌÇÐÄVlog digital platforms, you should start by . ÌýYou can also .Ìý
- If a future-dated Start Date is entered, students will not see their classes until 3 days before the start date entered for the class.
Each template version will contain the following fields:
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| Column Name | Required? | Description |
|---|---|---|
| User GUID | Required to update an existing teacher or studentÌý | The User GUID is a system-generated ID that is unique to each ÌÇÐÄVlog user. This ID is generated in the following format: abcd1234-ef56-gh78-ij90-klmnop123456Ìý In order to update an existing teacher or student or affiliate an existing teacher or student to a class, you must provide the User GUID along with the other user details. If you start with an , this field will be populated for you. ÌýÌý If you are using the import to create new teachers or students, leave this field blank.Ìý |
| User ID | •ÌýRequired to create a new teacher or studentÌýÌý |
Enter an alphanumeric User ID that is unique to the teacher or student. User IDs must be between 2 to 255 characters in length.Ìý Some examples include:Ìý
This field is required to ensure that user accounts are not duplicated. See theÌýImport Users/Rosters FAQ page for more information.Ìý *Texas users: It is recommended that the 10-digit Texas Education Agency (TEA) number be assigned to student profiles. |
| Role | Required to create a new teacher or studentÌý | Identify the correct role for the new user: teacher or student. This field is not case sensitive.Ìý |
| First Name | Required to create a new teacher or studentÌý | Enter the teacher or student's first name. 255 characters max.Ìý Non-acceptable values:ÌýParentheses/Round Brackets ( ) |
| Last Name | Required to create a new teacher or studentÌý | Enter the teacher or student's last name. 255 characters max.Ìý Non-acceptable values:ÌýParentheses/Round Brackets ( ) |
| Grade Level | Not required, but recommended for all studentsÌý | Enter the student's grade level. For teachers, leave this field blank. Acceptable values are:ÌýPK, K, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, OtherÌý |
| •ÌýRequired to create a new teacher account |
Enter the teacher's (required) or student's (optional) email address. If possible, we recommend providing an email address for student accounts to avoid duplication.Ìý |
|
| Username | Not required. The system will auto-generate a username if this fieldÌýisÌýleft blank.Ìý |
If you decide to set custom usernames, you must meet these requirements:Ìý
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| Password | Not required. The system willÌýauto-generate aÌýtemporary passwordÌýif this field is left blank.Ìý | You can choose a custom, permanent password for the user’s account or leave the password field blank to have the system generate a temporary password for the account.Ìý The temporary password will expire after 90 days or when it’s initially used, and the user will be required to set their own permanent custom password once they log in to their account. If you decide to set custom passwords, they must be aÌýminimum of 9 characters and contain the following:Ìý
If you are using the import to update existing users, and you leave the password field blank, the users’ current passwords will be unaffected.ÌýHowever, if you do enter a password when updating existing student accounts, it will be set as a temporary password and the system will prompt them to set a new permanent password. Permanent passwords are not stored anywhere in ÌÇÐÄVlog systems for security reasons. If you wish to retain a record of the permanent passwords you’ve created, you’ll need to save the import file locally to your device. |
| Class GUID | •ÌýRequired to update an existing classÌý •ÌýNot required if classes are not being updated through the import process. |
The Class GUID is a system-generated ID that is unique to each ÌÇÐÄVlog class. This ID is generated in the following format: abcd1234-ef56-gh78-ij90-klmnop123456Ìý In order to update an existing class or affiliate existing teachers or students to a class, you must provide the Class GUID along with the other class details. You can view Class GUIDs by exporting existing classes. Ìý If you are using the import to create new classes, leave this field blank.Ìý |
| Class ID | •ÌýRequired to create a new classÌý |
Enter an alphanumeric Class ID that is unique to the class. Class IDs must be between 2 to 255 characters in length.Ìý For example, this could be the class ID generated by your SIS.Ìý If rostering to an existing class and the class export does not contain a Class ID, create one. |
| Class Name | •ÌýRequired to create a new classÌý •ÌýNot required if classes are not being created/updated through the import process. |
Enter a class name; this will be visible to teachers and students.Ìý Note:ÌýParentheses cannot be used within a class name. |
| Class Grade Level | •ÌýRequired to create a new classÌý •ÌýNot required if classes are not being created/updated through the import process. |
Enter a grade level for the class. Acceptable values are:  PK, K, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, Other If multiple grade levels apply to a class, you can select one of the applicable grade levels, or you can select Other.Ìý |
| Class Start Date | •ÌýRequired to create a new classÌý •ÌýNot required if classes are not being created/updated through the import process. |
Enter the start date of the class in MM/DD/YYYY formatÌý Note:ÌýIn some cases, Excel may auto-abbreviate the dateÌýi.e.Ìý'03/05/2021' becomes '3/5/21.' This will not interfere with the upload.Ìý Future-dated class start dates - students will not see the class until three days before the start date. |
| Class End Date | •ÌýRequired to create a new classÌý •ÌýNot required if classes are not being created/updated through the import process. |
Enter the end date of the class in MM/DD/YYYY formatÌý Note: In some cases, Excel may auto-abbreviate the date i.e. '03/05/2021' becomes '3/5/21.' This will not interfere with the upload.Ìý |
| Master Code | •ÌýRequired to create a new classÌý •ÌýNot required if classes are not being created/updated through the import process. |
Enter the 16-digit Master Code for the product the class will use. You can include or omit the dashes in each code.Ìý Ìý
To view the Master Codes and Resource CodesÌýavailable to your organization, you can access the Manage Products page from your Admin Tools. Ìý These Master Codes can be used to assign both ConnectED and Open Learning products.Ìý In addition to entering the Master Code, some content requires aÌýResource CodeÌýtoÌýbe entered into the import to ensure students are assigned to the proper course (such as ALEKS and Redbird). They will need to be entered into the Master Code column in the following format: XXXX-XXXX-XXXX-XXXX:rrrr (MASTERCODE:resourcecode) |