Roster Students to Existing Classes Using the Administrator Users/Rosters Import Process

Learn how administrators roster new and existing students to existing classes using the Import Users/Rosters bulk upload tools.

Direct Login and Manual Rostering

Single Sign-On (SSO) and Manual Rostering

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

SSO applies to districts that use an SSO portal, district website, or Learning Management System (LMS) to access McGraw Hill digital programs, and Direct Login means that teachers, students, and administrators log in at my.mheducation.com.

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

For a full page view of the demo, click here.

For a Spanish version of the demo, click here.

Using the Import Users/Rosters bulk import process does not allow you to remove students, teachers, or classes from the organization account. For steps on dropping staff from the organization account, refer to the Manage Users for Manual Rostering Districts article. For steps on archiving classes, refer to the Admin Tools - Archive Classes article.

To ensure you are completing each field correctly, we recommend having the Import Users/Rosters - Template Instructions opened as well.

Article Contents

Access Import Users/Rosters

Enter New Student Info

Add Existing Student Info

Enter Class Info

Upload Users/Rosters File

Access Import Users/Rosters

1. Log into your Organization Administrator account.

Note: If you have both the Teacher and Administrator roles, you'll need to switch to your Administrator role on your Profile menu to access the Admin Tools. For steps on toggling between roles, refer to the How to Access Roles, Organizations, and Profile Setting article.

2. Click on Import Users/Rosters from the navigation menu.

3. Click on the Select School drop-down and select the school you want to complete the import for.

If you are a School Organization Administrator, you will need to select the school you want to complete the import for from your Profile menu in the Organization section.

Enter New Student Info

This section should only be completed by district that are Direct Login and Manual Rostering district.

Direct Login means that teachers, students, and administrators log in at my.mheducation.com. 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 see this article for more information.

1. Click on the desired file format for the Blank Template. The document will download to your device.

We highly recommend downloading the Export Teachers & Students file to verify the students do not yet have an account created. If they do have an account, follow the steps in the next section.

2. For every new student you need to roster, you must enter a User ID, Role, First Name, and Last Name.

3. Enter a Grade Level for every student. This is an optional field.

4. We recommend entering an Email for each student if they have one assigned to them. This is also an optional field.

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 user.

7. If you would like to also add existing student info to the same file, refer to the Add Existing Student Info section. Otherwise, navigate to the Enter Class Info section.

Add Existing Student Info

This section can be completed by any district using Manual Rostering, this includes SSO districts.

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 see this article for more information.

1. On the Import Users/Rosters page, click on the desired file format for the Blank Template. 

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.

2. Download the Export Teachers & Students file.

3. On the Export Teachers & Students file, scroll, use CTRL + F, or use Filters to locate the students you want to add to the class.

4. Copy the User GUID, Role, First Name, Last Name, Grade Level, Email, and Username for each student you want to add to the class (columns A-H).

5. In your Blank Template, paste the copied student information into fields A-H.

Enter Class Info

To add existing class information, navigate back to the Import Users/Rosters page.

1. Download the desired file format for Export Class List.

2. From the Export Class List file, copy the Class GUID, Class ID, Class Name, Class Grade Level, Class Start Date, and Class End Date fields (columns J-O) for the class you want to roster.

3. On your Blank Template, paste the copied class information into columns J-O for each student that needs to be assigned to that class.

4. If the copied class did not have an existing Class ID, you will need to create one.

You can add multiple classes to one file.

To assign the students to multiple classes on one file, copy the student's information into an additional row for each class they need assigned to.

5. If you leave the Master Code field blank, the students will be assigned to the class only.

For older programs, those that are housed on the ConnectED Platform, to assign students to the Student Edition, you will want to enter the Student Edition Master Code to the field.

Master Codes can be found on the Manage Products page in the Admin Tools.

6. Save your roster file somewhere easy to locate on your device.

Upload Users/Rosters File

1. On the Import Users/Rosters page, click the Choose File button and select the completed copy of the template from your device.

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 on 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   

To check the status of your import, click the Refresh button at the top-right. 

Once the status changes to Completed, your file has finished processing. If you see Completed with Errors in the Status column, this means a portion of your file was unable to process some of the entered data.

You can click the Actions icon to download the Uploaded File, Completed File, or 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, teacher, 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 the teachers so they can access their accounts as well as provide the students with their logins.
     

• The Error File is a summary of the students, teachers, 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, teacher, and/or class was created, the Error file will include the relevant GUIDs for those student(s), teacher(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 Import Users/Rosters - Errors and Resolution Steps document for details on each error received and how to resolve them.