Creating accounts and classes with the User Import Tool (UIT)

Do you want to create classes in bulk? Wanting to enroll students into classes in bulk? Do you need to create student accounts for your district? Do you need to create educator accounts for your district?

The User Import Tool (UIT) enables coordinators the ability to bulk upload educator and student accounts, as well as create classes in the Learning.com platform. If your district/school is not integrating with Learning.com via SIS (school information system), this tool is the best option for efficiently updating user accounts in bulk.

Downloading and using the Import User Tool (UIT) requires a Windows based laptop or desktop. Mac and/or Chromebook users will need to contact Customer Support for further assistance: support@learning.com 

Note: each student, teacher, and class import will require a separate file. Also, students and educators will need to already be in the system before classes can be uploaded.

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Uploading Teacher Accounts:

Creating and Updating Educator Accounts with the User Import Tool

Step 1: Create and Format a Spreadsheet with Educator Information

Create a spreadsheet of educator information. See below for an example. The User Import Tool is particular about formatting so it is important to abide by the following guidelines.

Spreadsheet Headers:

FirstName, LastName, Email, SchoolName, TeacherRole, ProctorRole, Username, Password, UserID

• Be sure that headers are entered exactly as shown, with no spaces between title words.
• Use alphanumeric characters (letters and numbers) for first, last, and usernames. Special characters and spaces are not allowed except for hyphens, underscores, apostrophes, quotation marks, and periods.
• Teacher Role indicates that the selected account can assign curriculum to students, Proctor Role indicates that the selected account can assign and administer assessments. Indicate with TRUE or FALSE.
• UserID field is the Staff Unique Identifier or Staff UID required by some districts, but not necessary for the upload. Note: North Carolina must use this field
  

Step 2: Save the spreadsheet

Save the file in the comma separated value format, i.e., CSV (Comma Delimited). Close the file.

Step 3: Download and launch the Learning.com User Import Tool from your computer

Login to your Learning.com Coordinator account. From the Coordinator homepage, select ‘Users’ > 'User Import Tool'. The User Import Tool (UIT) download link will be located on this page.

Open the UIT and sign in using your Learning.com Coordinator account credentials.

Helpful tips:

Conventions for automatically-generated username:

The username will be the first initial of the first name followed by the last name. If multiple educators have the same first initial and last name, the username will have a number at the end.

Examples:

• Taylor Jones would become tjones.
• Tegan Jones would become tjones00.
• Tomas Jones would become tjones2.

• Create one large file with all educators, from every school in the district, up to 10,000 educators. For districts larger than 10,000 educators, create multiple files.
• If you are a current user and already have educators uploaded, a correctly formatted CSV file can be exported from Find/Manage Users on the Coordinator page. Creating extra educator accounts does not use up licenses.
• If the UIT adds an educator account to a different school than previously listed, it will not delete the account at the original school.
• During the validation step, the UIT examines the CSV file for problems and compares the data to the current accounts. Error messages relate to this process. The UIT displays errors in stages. It is possible to see and correct errors, run the tool again, and get different errors.
• The errors in the detail window can be copied and pasted out of the window into a word processing application.
• This is helpful when reviewing and correcting the errors. Checking the “Skip Errors” box tells the import tool to ignore those rows in the CSV.
• If using lead-in zeroes, format columns as text or “Custom” and the total number of characters as zeroes in Type (i.e., if usernames should have 4 characters, Type: 0000). Formatting must be repeated anytime CSV file is opened.

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Uploading Student Accounts:

Creating and Updating Student Accounts with the User Import Tool