Organization Administrator User Guide for Auto-Rostering Districts

Review the Organization Administrator User Guide for steps on how to get prepared for the new school year.

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Direct Login and Auto-Rostering
Single Sign-On (SSO) and Auto-Rostering

This article applies to districts that use the SSO and Auto-Rostering Access and Direct Login and Auto-Rostering Services.

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. Auto-Rostering means that account creation, class setup, and roster management are automated through a process handled by your district.

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

 

Organization Administrators manage the implementation of McGraw Hill digital programs for their school(s) or district. They have access to user and class management tools, product licenses, and usage data. They are also responsible for setting up access for other administrators and teachers in their school or district.

This user guide is for Organization Administrators in Auto-Rostering districts. If you are unsure of your district’s Access Service, read the Access Service Descriptions article for more information.

 

Article Contents

Administrator Types

Initial Organization Administrator

Acquire an Administrator Account

Log in to Administrator Account

• Administrator Tasks

• Manage Users

• Adding New Admins to OneRoster® Files

• Teacher Accounts for "Non-Teachers"

• View Organizations

• Manage Class Rosters

• Access Manager

• Manage Products and Licenses

• Manage ConnectED Product Library

• Administrator Reports

• Manage Assessment Banks

• My Tools Links

• Product Specific Access

Next Steps

Teacher Resources

Additional Help

 

Administrator Types

There are three administrator types, each with access to specific tools and types of data. An administrator can have one or more admin types enabled for their account.

For example, if an administrator needs access to both usage data and assessments their account can have both the Reporting and Curriculum roles. Administrator accounts can be attached to a district or to specific schools.

You can enable additional role types for existing teacher and administrator accounts sent in your roster data. If you need to manually add new administrators to your organization, be sure to enable the correct role type(s) for their accounts so they have access to the appropriate administrator tools.

• Organization Administrator – Organization Administrators manage access for all teachers, students, and other administrator roles. They also manage class rosters and products, including licenses for their affiliated organizations.
  • The majority of the roster data is managed by Access Manager for Auto-Rostering districts. Although, users, classes, and rostering students that are not included in the roster data are managed manually using our administrator tools. Teachers can also manage manually create classes. User accounts that are included in the roster files cannot be edited using the administrator tools with two exceptions:
    • You can add and edit teacher and administrator roles.
    • You can manually update staff passwords. However, if your roster files include passwords, the file will update the password the next time your roster files are processed.

• Reporting Administrator – Reporting Administrators can view and export usage and performance data for all of their affiliated organizations.
  • Refer to the Reporting Administrator User Guide for more information.

• Curriculum Administrator – Curriculum Administrators can create and share assessments with teachers in the schools they manage.
  • Refer to the Curriculum Administrator District Bank Management Resources and Curriculum Administrator Custom Assessment Resources articles for more information.
  • Refer to the Create and Edit eAssessment Tests as an Administrator and StudySync Administrator Assessment Management articles for additional information about eAssessment and StudySync assessments.

The chart below identifies key administrator tasks, and which type of administrator completes each task. These tools are conveniently accessible from one central location in the administrator tools.

Administrator Tasks	Organization Administrators	Reporting Administrators	Curriculum Administrators
Manage users, Classes & Rosters	X
View Organizations	X
Manage Products	X
Manage the ConnectED Library	X
View Usage Reports	X	X
View Performance Reports	X	X
View Personalized Learning Reports		X
Manage Assessment Banks			X
Create Links on My Tools	X
View Links on My Tools	X	X	X

 

Initial Organization Administrator

McGraw Hill identifies an initial Organization Administrator when your district purchases their first PreK-12 digital program and will receive an email with their username, login instructions, and information to help them get started. The administrator account sits at the district level, which enables them to create additional administrator accounts affiliated with the district or one or more schools.

Refer to the Create McGraw Hill Administrator Accounts article for more information.

 

Acquire an Administrator Account

 If you need an administrator account at the district level, or access to multiple schools, you will need to reach out to your district’s Organization Administrator to have an account created for you or for them to add the appropriate administrator role to your existing account. If you only need administrator access to a specific school, an Organization Administrator assigned to that school can create an account for you or add the appropriate administrator role to your existing account.

If you are unable to locate an Organization Administrator in your district, contact our PreK-12 Technical Support team for further assistance.

 

Log in to Administrator Account

Administrators SSO or log in directly to my.mheducation.com to access their administrator account. If you serve dual roles as an administrator and a teacher, you will land in your teacher account.

Refer to the Access Assigned Roles, View Organizations, and Change Profile Settings article for steps on accessing your assigned roles and organizations.

 

Organization Administrator Tasks

The following includes a brief explanation of each Organization Administrator task with links to support articles that provide additional information.

 

Manage Users

This is the default view for Organization Administrators. From here, you can view and export the list of students, teachers, and administrators affiliated with your organization.

The accounts managed by your roster data display a lock icon to the left of the user’s name. Although, you can add and edit roles for both teacher and administrator accounts as well as manually update staff passwords. Be aware that if your roster files include passwords, the file will update the password the next time your roster files are processed.

You also have the option to manually create user accounts. You must manage these accounts manually since they are not updated by your roster data. We do recommend that you include all user accounts on your roster data, but some situations warrant manually creating user accounts. Refer to the Manage User Accounts and Create McGraw Hill Administrator Accounts articles to learn more.

 

Adding New Administrators to OneRoster® Files

Now that we have more than one type of administrator account, we apply a default staff role to new users on the OneRoster® data that have the administrator role. Those assigned this default staff role can log in, but they have no permissions until an Organization Administrator adds either the teacher or administrator role to the user’s account. When a user with the staff role logs in, they will see the message, “Additional Account Setup Required" until a role is assigned to them in the system. Refer to the Manage Roles for an Existing User article for steps on adding roles to a user's account.

Your district may want to change the default setting for new administrators added to your roster data. For example, you may want all new administrators to be assigned the Organization Administrator role type. To change this setting, contact the Integration Support team via phone: 855-315-6417, email: integrationsupport@mheducation.com, or live chat accessible through Access Manager.

 

Teacher Accounts for "Non-Teachers"

Sometimes staff, such as principals and curriculum coaches, need access to teacher content. For staff that are not sent in the roster data or were not established when your integration was set up, you can either manually create an account for them, or they can self-register as a teacher with a teacher registration code.

If you need assistance with setting up the appropriate process that your non-teachers will follow to gain access to teacher content, or if you need to determine what process is already established, contact the Integration Support team via phone: 855-315-6417, email: integrationsupport@mheducation.com, or live chat accessible through Access Manager.

 

View Organizations

View a list of all districts and schools affiliated with your purchasing account by clicking on the View Organizations menu option in your administrator tools.

 

Manage Class Rosters

View a list of all classes and rosters affiliated with your organization that includes those created by your roster data and all manually created classes. Auto-rostered classes will have a lock next to them and are not editable while manually created classes can be edited through the administrator tools. Classes that are not created through your roster data will need to be updated manually whenever there is a change with the roster. Refer to the Edit Class Rosters as an Administrator article to learn more.

 

Access Manager

Access Manager enables district-level Organization Administrators to view and manage the district’s roster data that is sent to us via API or SFTP. If you are a district-level Organization Administrator, you can also upload your district’s roster data on Access Manager and manually assign content. Refer to the Access Manager Overview article to learn more.

 

Manage Products and Licenses

View a list of products available to your organization, along with their associated master codes. This is also where you can find the resource codes for select programs that may be needed, such as for ALEKS, ALEKS Adventure, and Redbird. The number of licenses available and consumed for each product, and the start and end dates for those licenses, are viewable as well. Refer to the Manage Purchased McGraw Hill Products article for more information.

 

Manage ConnectED Product Library

Teachers can manually redeem content using master codes provided by an administrator, or they can self-select ConnectED products from the product library. Allowing access to the program Library is the easiest form of distribution for those that need to manually create classes on their teacher accounts.

If you decide to have teachers self-select content from the Library, you will need to first set up access from Manage Library page in your administrator tools. For more information, refer to the Manage the ConnectED Product Library article.

 

Administrator Reports

The Administrator Dashboard report page is available to Organization and Reporting Administrators and includes access to Usage and Standards and Activity Performance reports. All programs that use McGraw Hill Assess - which includes most Open Learning and select ConnectED programs - will be able to produce reports in the Administrator Dashboard. Programs such as StudySync, ALEKS, Achieve3000, and Actively Learn, or those that use eAssessment, will not be available in the reports as they do not use McGraw Hill Assess.

Refer to the Access and Navigate the Administrator Dashboard article to learn more.

Program specific administrator reports can be found by selecting the appropriate link below:

• eAssessment Administrator Reports
• ALEKS Adventure Administrator Reports
• ALEKS Administrator Reports
• Achieve3000 Literacy Administrator Reports
• Actively Learn Administrator Reports
• StudySync Administrator Reports

 

Manage Assessment Banks

Curriculum Administrators can create, manage, and share assessment banks with teachers across their district for supported learning programs to ensure proper administrator reporting. They have access to the same assessment banks as teachers for each program taught at their schools, making it easy to customize assessments as needed. Refer to the Curriculum Administrator District Bank Management Resources and Curriculum Administrator Custom Assessment Resources for more information.

 

My Tools Links

The My Tools feature allows administrators to create custom links which serve as a launch point to other McGraw Hill programs or third-party content providers. For districts that use ALEKS, Redbird, and StudySync® on the Open Learning Platform, links to the administrator role in these programs are automatically configured for you. 

Only Organization Administrators can create My Tools links at the organization level, although they will be available to any type of administrator (Organization, Reporting, and Curriculum) on the My Tools page in their account. Access to links within My Tools depends on your own affiliations as an Organization Administrator. Links created by Organization Administrators at the district level will appear on the My Tools page for all administrators in the district. If an Organization Administrator affiliated with one or more schools creates a My Tools link, the link will only appear for administrators at those schools.

Refer to the Using My Tools in the Administrator Tools article to learn more.

Teachers also have the ability to create My Tools links at the class level. To learn how teachers create these links to share with students, see the Using My Tools on the McGraw Hill Platform article.

 

Product Specific Access

For Wonders and Maravillas products, Curriculum Administrators can create and share District Planners with teachers to ensure uniform lesson planning across classes. For more information, refer to the Wonders/Maravillas District Planner Manager article.

For ALEKS and ALEKS Adventure, a district or school administrator can create Master Templates to set up multiple classes with the same ALEKS Course Product. This saves time when adding and editing assignments, setting up resources, and more. For more information on the process, refer to the ALEKS Master Template Resources article.

 

Next Steps

• Watch the Back-to-School Administrator Orientation Video

• As you begin your school year, we recommend reviewing the Manage Products page to make sure you have enough licenses to meet your expected enrollment for the new school year. If you need to purchase additional licenses, contact your sales representative as soon as possible to get an order submitted so that you have access to the necessary programs in time for the new school year.

• Check out the Access Manager Overview page for steps on getting users, classes, and rosters set in time for the new school year.

 

Teacher Resources

Teachers can use the guides and videos linked below if they need to complete set up tasks manually. For example, teachers may have classes using programs that are not included in the roster data. For this situation, teachers would need to manually create classes and add students to the class roster. Sometimes staff, such as administrators or curriculum coaches, are not included in the roster data, but they need access to teacher content; for this situation an Organization Administrator may manually create a teacher account, or they can self-register as a teacher. They will then be able to redeem program content on the platform manually.

• Getting Started for Teachers in Auto-Rostering Districts

• Back-to-School Teacher Orientation Video for Auto-Rostering Districts

 

Additional Help

Contact the Integration Support team via phone: 855-315-6417, email: integrationsupport@mheducation.com, or live chat available through Access Manager. Find additional administrator help documents as well on the PreK-12 Support Center site.