Import Users/Rosters - Roster Students to New Classes
Follow step‑by‑step instructions to roster students to new classes using Import Users/Rosters templates.
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.
This article guides Organization Administrators through rostering students to new classes.
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
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, User ID, 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 New Teacher 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.
To create new classes, you also have to add the teacher's information to the roster template. To add existing teacher information, refer to the Add Existing Teacher Info section.
1. On the Import Users/Rosters page, click on the desired file format for the Blank Template.
If you already downloaded the Blank Template file, you do not need to do so again. You can add new teacher info to the same file.
We highly recommend downloading the Export Teachers & Students file to verify the teachers do not yet have an account created. If they do have an account, follow the steps in the next section.
2. On your Blank Template, for every new teacher you need to add to the system, you must enter a User ID, Role, First Name, and Last Name.
3. Leave the Grade Level field blank for those with the Teacher Role.
4. Enter an Email address for each teacher.
5. Enter a Username and Password for each teacher is optional.
The system will generate a username and temporary password for each user if you leave these fields blank.
6. Leave the User GUID field blank, as the system will generate one for each new user during the upload process.
If you're creating multiple classes for the same teacher, you will need to copy the teacher's information into a separate line for each class.
You can add more than one teacher to the same file as well. Remember to only add teachers and classes for the school you selected on the Import Users/Rosters page.
7. If you would like to also add existing teacher info to the same file, refer to the Add Existing Teacher Info section. Otherwise, navigate to the Enter Class Info section.
Add Existing Teacher 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 Blank Template from a previous step, you do not need to do so again. You can add existing teacher 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 teachers you want to add to the class.
4. Copy the User GUID, Role, First Name, Last Name, Grade Level, Email, and Username for each teacher you want to add to the class (columns A-H).
5. In your Blank Template, paste the copied teacher information into fields A-H.
Enter Class Info
1. On your roster file, for every Class Name, enter a Class ID.
If the class has the same exact Class Name, the Class ID should also match for that class for each user.
Ex: Class Name ALEKS Adventure has the Class ID ALEKSAdventure for each user assigned to that class.
2. Add a Class Grade Level for each class on the file.
Each class with the same name should have the same grade level assigned.
Ex: All ALEKS Adventure classes have the Class Grade Level of 3 assigned to it.
3. Enter a Class Start Date and Class End Date for each class.
If the Class Name is the same, the Start and End Dates should also match for each entry.
4. Enter the Master Code for each class.
The Student Edition should be assigned to each user with the Student Role, while the Teacher Edition should be assigned to each user with the Teacher Role.
Master Codes can be found on the Manage Products page of the Admin Tools.
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
You can assign multiple classes on the same file.
To assign the user to multiple classes on one file, copy the user's information into an additional row for each class they need assigned to.
5. 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:
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Queued means that the import will be processed as soon as possible but has not started yet.
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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.
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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.
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The Completed File is a summary of all student, teacher, and class information that was processed successfully.
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Each account created via the import process now has a system-generated User GUID.
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If you left the username and password columns blank, the file contains the system-generated usernames along with a temporary password for each account.
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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.
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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.
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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.
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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.
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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).
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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.
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Refer to the Import Users/Rosters - Errors and Resolution Steps document for details on each error received and how to resolve them.
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