Resources mentioned in the video:
School Year Setup Guide for New Self-Serve Rostering Districts
Export Reporting Data
Upload Classes
Upload Students
Enroll Students in Classes
Promote Students
This guide walks through how to prepare your roster data at the start of a new school year. This guide applies to you if:
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You are a returning Great Minds customer and have used our digital products for at least one year.
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Your organization is using Self-Serve Rostering.
New Self-Serve Rostering Customers: See the Setup Guide for New Self-Serve Rostering Districts for school year setup instructions.
Guide Contents:
These steps must be performed in the order listed below.
Manage Overview
Your Manage dashboard is where you’ll access staff, student, and class data, as well as all licenses associated with your organization.
Once you’re logged in as an administrator, you’ll navigate to Manage from Great Minds In Sync using the waffle icon at the top right.
From the Great Minds Digital Platform, you can navigate to Manage by clicking the menu icon at the top left and then selecting Manage.
You can select one of the icons on your Manage dashboard or use the tabs at the top of the page to navigate between each category of data.
Step 1: Export Reporting Data (optional)
In Sync and Affirm Resources
For Teachers
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Download Assignments
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Export Assessment Data
For Administrators
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For a tutorial on exporting assessment data from Affirm, see:
Great Minds® Digital Platform
For Administrators
- See Eureka Math Squared Administrator Reports for a tutorial on exporting assessment data from Great Minds.
Step 2: Create New Staff
Now let's create accounts for any new teachers or administrators that have joined your school.
1. Select the Staff icon from the Manage dashboard.
2. Click the Options button and select Create Staff User from the drop-down menu.
3. Complete the required fields in the pop-up. Required fields are denoted with an asterisk(*).
4. Check the box next to Send welcome email to staff user if you want the user to be notified their account was created and provided with login instructions via email. If you select this option, the user's password will be auto-generated and sent to the user via email.
5. Click the Create button to create the staff account.
Step 3: Create New Classes
Next we’ll create new classes for the upcoming school year.
1. From your Manage dashboard, select the Classes icon.
2. Click the Options button on the left and select Upload Classes from the drop-down menu.
3. In the pop-up, select Download Template and follow the on-screen guidance to input the required information for each class.
See Upload Classes for step-by-step instructions on how to complete and upload your class file.
If you have a small number of classes to add, you can create individual classes instead of using the CSV upload. See Create Classes for more information.
Step 4: Create New Students
Next, you’ll create student accounts for any new students who’ve joined your school. Depending on the number of new students you have to add, you can create individual student accounts or follow the steps below to upload a large group of new students.
1. Select the Students icon from your Manage dashboard.
2. Click the Options button on the left and select Upload Students from the drop-down menu.
3. In the pop-up, select Download Template and follow the on-screen guidance to input the required information for each student into the template CSV file.
See Upload Students for step-by-step instructions on how to complete and upload your student list.
Step 5: Enroll Students in Classes
Now that existing students have been promoted and all new students have been added to your school, you can enroll students in their classes for the upcoming school year.
1. Select the Classes icon from your Manage dashboard.
2. Locate the class you need to update and click the kebab icon.
3. Select Update Student Roster from the drop-down menu.
4. Select each student you wish to add to the class. You can filter the list using these options or use the search to locate a specific student.
5. Once you've selected all students, select the Save button.
You'll want to repeat this step for each class on the Classes page until all classes have a complete student roster. See Enroll Students in Classes for step-by-step instructions on how to enroll students in classes.
Note that teachers also have the ability to enroll students in their classes. You can forward this resource to your teachers if they are responsible for enrolling students in their classes.
Step 6: Optional Setup Steps
You may want to promote your returning students to the next grade level. This process increases each student’s assigned grade level by one grade. For example, promoting an existing 3rd grade student will automatically update their grade level to 4th grade. See Promote Students for instructions on completing this process.
You may want to add additional teachers to the classes you rostered in Step 3 above. See Add Co-Teachers to Classes for more information. Teachers can also share their classes with other teachers, so you can forward this resource to your teachers.
You may also want to archive any staff and/or students who are no longer at your school. See Archive Teachers and Archive Students for instructions on archiving teacher and student accounts.
Finally, some staff in your organization may require dual teacher and administrator roles. See Add Roles to Staff Users for instructions on adding roles to staff accounts.