Manual Rostering: Overview

Created by Dory Schultz, Modified on Mon, 24 Jun 2024 at 11:50 AM by Gabriel Alexander

This solutions document contains an overview of manual rostering and associated practices and tips. Individual entries are linked under content for convenience.

Content

Create School

Publishers and district admins can create schools on the platform. A school is composed of school admin(s), classes, teachers, and students. Here, the school admin is in charge of rostering school users and distributing licenses to the teachers. The school admin will receive these licenses after the district admin has assigned them to the school. Follow the below steps to create a school:

1. Log in to the portal.

2. Click "School Menu" on the left-hand side menu.

3. Click "School List" in the sub-menu.

You will be redirected to the below screen.

4. Click "Add School."

5. You will be redirected to the "Add School" screen.

6. Enter the following details

School name
School code (optional)
Address
City
State/Province
Zip
Country
Google Classroom domain (if applicable)

(Note: The school name and address combination should be unique. All fields marked in * are mandatory, the rest of the fields are optional and can be left as is)

7. Click the "Save" button.

The school will be created and listed on the "Manage Schools" page.

Edit School

After creating the school, the publisher and district admin can edit and update the school information from the "Edit School" feature.

Follow the below steps to edit school information:

1. Log in to the portal.

2. Click "School" on the left-hand side menu.

3. Click "School List" in the sub-menu.

You will be redirected to the "Manage Schools" page.

4. Click the "Edit" icon in the Edit Column for the school that you want to edit information for. (You can search and filter the school list from the "District" and "School" drop-down lists.)

You will see an "Edit School" pop up, as shown in the below screenshot.

5. Edit the school or district name, address, school code, city, state/province, zip, country and google classroom domain name.

Note: You cannot edit the school ID. Unless you have manually entered a school ID when creating the school, the ID will be auto-generated by the portal.

6. Click "Update."

(Note: Schools that are rostered on the portal through a third-party integration, like One Roster, Google Classroom, LTI, etc cannot be edited via the UI. These schools can only be edited via the third-party integration mechanism.)

Delete School

Publishers and district admins can delete a school from the portal. The school cannot be deleted if it has associated school admin, teachers and students. Therefore, it is mandatory to delete the school users first, in order to delete the school successfully.

Follow the below steps to delete a school:

1.Delete the student.

2. Delete the teacher.

3. Delete the class.

4. Dissociate school admin from the license.

5. Delete the school admin.

6. Delete the school.

Log in to the portal.
Click "School" on the left-hand side menu.
Click "School List" in the sub-menu.
You will be redirected to the "Manage Schools" page. Click the "Delete" icon for the school that you want to delete.

(Note: Schools that are rostered on the portal through a third-party integration, like One Roster, Google Classroom, LTI, etc cannot be deleted via the platform UI. These schools can only be deleted via the third-party integration mechanism.)

Delete Student

Publishers, school/district admins and teachers can delete students from the portal. Once these users are deleted, their content license, assessment, homework, notifications, class associations will all be removed from the portal and cannot be restored.

The deleted student's username can be reused to roster new school/district users.
After deleting the student, the license associated with the deleted student is also released. These licenses can be used to roster new school/district users.
Students rostered by the publisher or school/district admin, cannot be deleted by the teacher.
Students rostered by the publisher can be deleted by the school/district admin.

Follow the below steps to delete the student:

1. Log in to the portal.

2. Click "Roster" on the left-hand side menu.

3. Click "Class" in the sub-menu.

You will be redirected to the "Manage Classes" screen.

4. Click on the class name in the "Class" column in the table.

You will be redirected to the list of students present in the selected class.

5. Check the checkbox of the student you want to delete.

6. Click the "Delete" button or click the "Delete" icon in the Delete column. This activity will delete the student account.

(Note: A student who is rostered on the portal through a third-party integration, like One Roster, Google classroom, LTI, etc cannot be deleted via the platform UI. These students can only be deleted by the third-party integration mechanism.)

Delete Teacher

Publishers and school/district admins can delete teachers from the portal.

The deleted teacher's username can be reused to roster new school/district users.
After deleting the teacher, the license associated with the deleted teacher is also released. This license can then be used to roster new school/district users.
The assessment (will be visible, responses will be deleted), homework, and evaluation data associated with the teacher's account cannot be restored once the account is deleted.

Follow the below steps to delete the teacher:

Log in to the portal.
Click "Roster" on the left-hand side menu.
Click "Teacher" in the sub-menu.

You will be redirected to the "Manage Teacher" screen.

Select the district/school from which you want to delete the teacher.
Click on the delete icon on the teacher's list.

(Note: A teacher who is rostered on the portal through a third-party integration, like One Roster, Google Classroom, LTI etc, cannot be deleted from the platform UI. These teachers can only be deleted via the third-party integration mechanism.)

Delete Class

On the platform, a class comprises students and teachers. Therefore, student and teacher association must be removed first in order to delete the class successfully. Publishers, school/district admins, and individual teachers can delete a class.

Follow the below steps to delete the class:

1. Log in to the portal.

2. Click "Roster" on the left-hand side menu.

3. Click "Class" in the sub-menu.

You will be redirected to the "Manage Classes" page.

4. Select the "District/School" from the drop-down from which you want to delete the class.

5. Click on the delete icon on the class list.

The below confirmation message will pop up.

6. Click "Yes" to delete the class.

Note: Perform the below steps if you want to delete the class in which the students and teachers are associated.

Delete the student associated with the class.
Delete the teacher associated with the class.
Delete the class.

Disassociate School Admin from the License

Publishers and district admins cannot delete a school admin if a license is still assigned to the school admin. They will need to disassociate the school admin from the license first, in order to

delete the school admin successfully.

Follow the below steps to disassociate the school admin from the license:

1. Log in to the portal.

2. Click "License" on the left-hand side menu.

3. Click the "Assign" icon from the license from which you want to disassociate the school admin.

4. You will be redirected to the "Assign Access Code" page. Select the school from the drop-down list.

5. Uncheck the checkbox for the school admin to dissociate the license.

(Note: You cannot uncheck the primary admin, i.e., the license cannot be disassociated from the primary admin. If you want to disassociate a primary admin from the license, you will need to set another school admin as the primary admin.)

6. Click "Assign."

Delete School Admin

Publishers and district admins can delete a school admin from the portal.

The deleted school admin's username can be reused to roster new school/district users.
School admins cannot be deleted if a license is still assigned to them. The publisher/district admin will need to disassociate the school admin from the license first, in order to delete the school admin successfully.

Follow the below steps to delete the school admin:

1. Dissociate School Admin from the License. (See "Dissociate School Admin from the License" section above)

2. Delete the school admin.

Log in to the portal.
Click "School" on the left-hand side menu.
Click "School Admin" in the sub-menu.
Click on the "Delete" icon. The school admin will be deleted.

(Note: A school admin who is rostered on the portal through third-party integration, like One Roster, Google Classroom or LTI, etc., cannot be deleted via the platform UI. These school admins can only be deleted via the third-party integration mechanism.)