Roster Students to New Classes Using the Students/Rosters Import Process

Find guidance for rostering new and existing students to newly created classes with bulk upload templates.

Direct Login and Manual Rostering

Single Sign-On (SSO) and Manual Rostering

This article applies to Manual Rostering districts. Manual Rostering means that teachers redeem their own program content and roster their own classes.

Direct Login means that teachers, students, and administrators log in at my.mheducation.com.

Single Sign-On applies to districts that use an SSO portal, district website, or Learning Management System (LMS) to access McGraw Hill digital programs.

Not sure which Access Service your district uses? View the Access Service Descriptions article to learn more about the four Access Services that we support.

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View the Spanish version of the demo.

If you are a teacher creating classes for another teacher, you will need to do so either as an Organization Administrator from the administrator tools or from that teacher's account. If you create the classes under your own account, you will be set as the primary teacher for those classes. 

The process of adding students and classes through the Import Students/Rosters tool is also school-specific. This means that the students will only be assigned to the school that you are assigned to/have selected if assigned to multiple schools as a teacher.

Article Contents

Enter New Student Information

Add Existing Student Information

Enter Class Information

Upload Students/Rosters File

Enter New Student Information

Note: This section should only be followed by districts that are not using Single Sign-On. 

1. On your My Programs page, click the Import Students/Rosters button.
   
   Important! If you are connected to multiple schools, click on the Profile button at the top-right of your account and select the correct school from the Organization section of the menu.
   
   
   
   
2. Download the preferred file format for the Blank Template. If you do not have Excel, download the CSV version.
   
   Note: This tool does not allow the use of Google Sheets.
   
   
   
   We highly recommend downloading the Export Students file to verify that the students do not yet have an account created.
   
   
   
   
3. For every new student you need to roster, you must enter a Student ID, First Name, and Last Name.
   
   To ensure you are completing each field correctly, we recommend having the Students/Rosters Import Process Template Instructions open as well.
   
   
   
   
4. Enter a Grade Level for every student. We recommend entering an Email for each student if they have one is assigned to them.
   
   
   
   
5. Entering a Username and Password for each student is optional. The system will generate a username and temporary password for each student if you leave these fields blank.
   
   
   
   
6. Leave the User GUID field blank, as the system will generate one for each new student.
   
   
   
   
7. If you would like to also add existing student info to the same file, refer to the Add Existing Student Information section. Otherwise, navigate to the Enter Class Information section. 

Add Existing Student Information

1. On your My Programs page, select Import Students/Rosters.
   
   Important! If you are connected to multiple schools, click on the Profile button at the top-right of your account and select the correct school from the Organization section of the menu.
   
   
2. Download the preferred file format for the Blank Template. If you do not have Excel, download the CSV version.
   
   Note: This tool does not allow the use of Google Sheets.
   
   If you already downloaded the file from the Enter New Student Info section, you do not need to do so again. You can add existing student info to the same file.
   
   
   
   
3. Download the preferred file format for the Export Students file.
   
   
   
   
4. On the Export Students file, scroll, use CTRL + F, or use Filters to locate the students you want to add to the class.
   
   
5. Copy the Student GUID, Student ID, First Name, Last Name, Grade Level, Email, and Username for each student you want to add to the class (columns A-G).
   
   
6. In your Blank Template, paste the copied student information into fields A-G. 
   
   

Enter Class Information

On the file, leave the Class GUID field blank. This field will be generated by the system during the upload process.

1. Enter a Class ID and Class Name.
   
   The Class ID is specific to the Class Name you are creating and needs to be different from any other classes you have created.
   
   If there are two or more classes for the same program, you will need to create each with a different Class ID and Class Name. The same rule applies if creating two or more classes.
   
   Ex: ALEKS Adventure Class 1 will have a different Class ID from ALEKS Adventure Class 2.
   
   
   
   If students need to be assigned to multiple classes, you will need to create a separate line for each student for each class.
   
   Ex: Student Auston Gerolf is assigned to lines 2 and 3 due to needing access to both ALEKS Adventure and Number Worlds.
   
   
   
   
2. Enter a Class Grade Level.
   
   Every class with the same name needs to have the same Class Grade Level associated. The student Grade Level can be different from the Class Grade Level.
   
   Ex: ALEKS Adventure C1 has a Class Grade Level "3" assigned to all lines with this class name.
   
   
   
   
3. Enter a Class Start Date and Class End Date for each class. All classes with the same name need to have the same dates associated.
   
   
   
   
4. Enter the Master Code for each program you've added to the file. You will need to enter the Student Edition Master Code into the field.
   
   Master Codes can be obtained by contacting your Organization Administrator.
   
   
   
   For some classes, such as ALEKS (3-12) and ALEKS Adventure, you also need to add a Resource Code. The Resource Code will be an additional code to add at the end of the Master Code.
   
   Format: MasterCode:ResourceCode
   
   Resource Codes are also provided by your Organization Administrator.
   
   
   
   
5. Save your roster file somewhere easy to locate on your device.

Upload Students/Rosters File

1. On the Import Students/Rosters page, click the Choose File button and select the completed copy of the template from your computer. 
   
   
2. Click the Upload button.
   
   
   
   The page will automatically navigate to the Upload History page. Depending on how large the file is, the time will vary during the upload process.
   
   The Status of your import shows its current stage of processing:  
   
   - Queued means that the import will be processed as soon as possible but has not started yet.
   
   - In Progress means that the import has started processing.
   
   - Completed means the file was uploaded with all entered data.
   
   - Completed with Errors means that some data was unable to be uploaded.
   
   To check the status of your import, click the Refresh button at the top left.
   
   
   
   Click Options in the Actions column to Download Original File, Completed File, or the Error File.
   
   

• The Uploaded File is 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.

• The Completed File is a summary of all student and class information that was processed successfully.
  • Each account created via the import process now has a system-generated User GUID.
  • 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; the student will be required to set their own permanent custom password once they log in to their account
    • If the student(s) don't access their account within 90 days of the temporary password being set, an administrator or teacher will need to manually reset their password.
  • Share the username (and password, if applicable) on this file with your students so they can access their accounts.

• The Error File is a summary of the students 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 the Error column on the far right.
  • If the data was partially processed and a student and/or class was created, the Error file will include the relevant GUIDs for those student(s) and/or class(es).
  • You can review the error message(s) and correct the information. Correct the issues described in the error message, save the updated file to your computer, and re-import it.
    • You do not need to remove the Error column from the file to re-import it.
    • Refer to the Students/Rosters Import Errors and Resolution Steps document for details on each error received and how to resolve them.