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Import Users/Rosters - Template Instructions

Review instructions for using the user roster import template.

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This article applies to districts that use Direct Login and Manual-Rostering. 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. 

Import Users/Rosters allows Organization Administrators to export and import user and class data within their organization(s). 
 

  • If teachers and students in your organization are using McGraw Hill digital platforms for the first time, download and fill out the blank import template to create student accounts, teacher accounts, and classes. Class information is not required if you only wish to import new student and teacher accounts.
  • If a future-dated Start Date is entered, students will not see their classes until 3 days before the start date entered for the class.


Each template version will contain the following fields:
 

Column Name Required? Description
User GUID Required to update an existing teacher or student 

The User GUID is a system-generated ID that is unique to each McGraw Hill user. This ID is generated in the following format: abcd1234-ef56-gh78-ij90-klmnop123456 

In order to update an existing teacher or student or affiliate an existing teacher or student to a class, you must provide the User GUID along with the other user details. If you start with an export of existing teachers and students, this field will be populated for you.   

If you are using the import to create new teachers or students, leave this field blank. 
User ID

• Required to create a new teacher or student  

• Required to update an existing teacher or student who does not already have a User ID  

Enter an alphanumeric User ID that is unique to the teacher or student. User IDs must be between 2 to 255 characters in length. 

Some examples include: 

  • Student ID 
  • Employee ID 
  • SIS ID 
  • State-issued ID
  • TEA ID*

This field is required to ensure that user accounts are not duplicated. See the Import Users/Rosters FAQ page for more information. 

*Texas users: It is recommended that the 10-digit Texas Education Agency (TEA) number be assigned to student profiles.
Role Required to create a new teacher or student  Identify the correct role for the new user: teacher or student. This field is not case sensitive. 
First Name Required to create a new teacher or student 

Enter the teacher or student's first name. 255 characters max. 

Non-acceptable values: Parentheses/Round Brackets ( )
Last Name Required to create a new teacher or student 

Enter the teacher or student's last name. 255 characters max. 

Non-acceptable values: Parentheses/Round Brackets ( )
Grade Level Not required, but recommended for all students 

Enter the student's grade level. For teachers, leave this field blank.

Acceptable values are: PK, K, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, Other 
Email

• Required to create a new teacher account

• Recommended for students but not required 

Enter the teacher's (required) or student's (optional) email address.

If possible, we recommend providing an email address for student accounts to avoid duplication. 
Username Not required. The system will auto-generate a username if this field is left blank. 


You can choose custom usernames for teachers and students, or you can leave the column blank to have the system auto-generate their usernames. 

If you decide to set custom usernames, you must meet these requirements: 
 

  • Minimum of 3 characters 
  • Alphanumeric 
  • Accepted special characters: % & ! ^ $ @ ( ) ~ # _ 
  • No spaces
A recommended best practice is to use student email addresses for their account usernames. This ensures each student has a consistent and unique username, and it will be easy for them to remember. 
Password Not required. The system will auto-generate a temporary password if this field is left blank. 

You can choose a custom, permanent password for the user’s account or leave the password field blank to have the system generate a temporary password for the account. 

The temporary password will expire after 90 days or when it’s initially used, and the user will be required to set their own permanent custom password once they log in to their account.

If you decide to set custom passwords, they must be a minimum of 9 characters and contain the following: 

  • 1 upper-case letter
  • 1 lower-case letter
  • 1 number
  • It cannot have 5 or more consecutive repeatable case-insensitive characters.
  • The password cannot exactly match the username and email address.

If you are using the import to update existing users, and you leave the password field blank, the users’ current passwords will be unaffected. However, if you do enter a password when updating existing student accounts, it will be set as a temporary password and the system will prompt them to set a new permanent password.

Permanent passwords are not stored anywhere in McGraw Hill systems for security reasons. If you wish to retain a record of the permanent passwords you’ve created, you’ll need to save the import file locally to your device.
Class GUID • Required to update an existing class 

• Not required if classes are not being updated through the import process.

The Class GUID is a system-generated ID that is unique to each McGraw Hill class. This ID is generated in the following format: abcd1234-ef56-gh78-ij90-klmnop123456 

In order to update an existing class or affiliate existing teachers or students to a class, you must provide the Class GUID along with the other class details. You can view Class GUIDs by exporting existing classes.  

If you are using the import to create new classes, leave this field blank. 
Class ID

• Required to create a new class 

• Required to update an existing class that does not already have a Class ID. 

• Not required if classes are not being created/updated through the import process.

Enter an alphanumeric Class ID that is unique to the class. Class IDs must be between 2 to 255 characters in length. 

For example, this could be the class ID generated by your SIS. 

If rostering to an existing class and the class export does not contain a Class ID, create one.
Class Name • Required to create a new class 

• Not required if classes are not being created/updated through the import process.

Enter a class name; this will be visible to teachers and students. 

If a teacher has multiple sections which use the same product, they can use the Class Name to differentiate between the sections. For example, if Mrs. Smith has 3 English classes, she can identify them as: Smith English Period 1, Smith English Period 2, and Smith English Period 3. 

Note: Parentheses cannot be used within a class name.
Class Grade Level • Required to create a new class 

• Not required if classes are not being created/updated through the import process.

Enter a grade level for the class.

Acceptable values are:  PK, K, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, Other

If multiple grade levels apply to a class, you can select one of the applicable grade levels, or you can select Other. 
Class Start Date • Required to create a new class 

• Not required if classes are not being created/updated through the import process.

Enter the start date of the class in MM/DD/YYYY format 

Note: In some cases, Excel may auto-abbreviate the date i.e. '03/05/2021' becomes '3/5/21.' This will not interfere with the upload. 

Future-dated class start dates - students will not see the class until three days before the start date.
Class End Date • Required to create a new class 

• Not required if classes are not being created/updated through the import process.

Enter the end date of the class in MM/DD/YYYY format 

Note: In some cases, Excel may auto-abbreviate the date i.e. '03/05/2021' becomes '3/5/21.' This will not interfere with the upload. 
Master Code • Required to create a new class 

• Not required if classes are not being created/updated through the import process.		 Enter the 16-digit Master Code for the product the class will use. You can include or omit the dashes in each code. 
 
  • Assign teachers the Master Code for the Teacher Edition 
  • Assign students the Master Code for the Student Edition.  The Student Edition will be automatically assigned to the teacher of the class. 

To view the Master Codes and Resource Codes available to your organization, you can access the Manage Products page from your Admin Tools.  

These Master Codes can be used to assign both ConnectED and Open Learning products. 

In addition to entering the Master Code, some content requires a Resource Code to be entered into the import to ensure students are assigned to the proper course (such as ALEKS and Redbird). They will need to be entered into the Master Code column in the following format: XXXX-XXXX-XXXX-XXXX:rrrr (MASTERCODE:resourcecode)
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