How to Upload Students on Pearson SuccessNet

How to Upload Students on Pearson SuccessNet
Introduction
For the 2013-2014 school year, Pearson is recommending that administrators
create and manage student accounts for all designated system from Pearson
SuccessNet. Our designated systems are Pearson SuccessNet, SuccessNet Plus, OLE
or Online Learning Exchange, Pearson Realize, Dash, the eText for Schools app and
the Pearson Portal.
Since July 2013, student and teacher accounts are shared across all systems. Once
students have been uploaded to the system, teachers log in and enroll students into
classes from the school roster. Teachers and students use this account to access all
designated systems their school or district owns digital licenses.
This tutorial guide provides detailed step-by-step instructions to complete an
advanced student upload on Pearson SuccessNet. Various error messages are also
explained with instructions on next steps to complete the upload successfully.
Detailed Step Process to Upload Students
Follow these steps to upload student accounts on Pearson SuccessNet:
Step 1: Obtain a Pearson SuccessNet Administrator Account and Sign In
1. Obtain a Pearson SuccessNet School or District Administrator account by
submitting this form. District Administrators can upload students for more than
one school. School Administrators can upload for a single school.
2. After receiving your account credentials, go to PearsonSuccessNet.com, enter
your username and password, and click Log In.
Step 2: Determine if there are students in the system
Student accounts could be in the system if created by a teacher or uploaded by
another administrator on Pearson SuccessNet.
Follow these steps to determine if student accounts exist in Pearson SuccessNet for
each school.
1. Click the School Data menu on your administrator home page and select Manage
People.
2. Select a school and then select Student as the role.
3. Click Search to view all student accounts that exist for the school on Pearson
SuccessNet.
4. Repeat this step for other schools if you are a District Administrator.
Step 3: Pull student accounts into Pearson SuccessNet that were created
on another designated system
Student accounts may have been created by teachers or an administrator on
another designated system. This step is a workaround to pull all existing students
into Pearson SuccessNet that were created on other systems. At this time, student
accounts created on other systems do not automatically show up on Pearson
SuccessNet. You must set up a teacher account and pull all student accounts into a
“fake” class to pull those accounts into Pearson SuccessNet. The student accounts
will then show up in your Pearson SuccessNet administrator account.
1.
Click the School Data menu on your administrator home page and select
Manage People.
2.
Select a school and then select Teacher as the role.
3.
Click Add User.
4.
Enter DUMMYNOPRODAC into the access code field. Make sure there are no
trailing spaces at the end of the access code.
5.
Enter the zip code for the school you selected in the school drop-down list,
select the school in the list and complete the rest of the form to create a
teacher account to use as an administrator. Name the teacher Test Teacher or
something similar.
6.
Click Save.
7.
Sign out of your administrator account.
8.
Click Sign In.
9.
Enter the username and password for the teacher account you just created and
click Log In.
10. Click the Classes tab.
11. Click Create a class/group.
12. Name the class Test Class, select at least one product in the list of available
products, and then click Save.
2
13. Click the View link under the Roster header.
14. Click Select from school roster.
15. Select grade XX and click Search.
3
16. Click the box to the left of Student Name to select all students in the list of
users. Only 50 accounts appear on each page if you have multiple pages. Click
Save at the bottom of the page.
17. If there are multiple pages, click the next page number or next. Repeat #16
and #17 for all pages.
18. If no student accounts are found for the grade, move onto the next grade level.
19. Repeat #15, #16, #17 and #18 for every grade level.
20. After all students for all grades have been saved to the class, the accounts will
now appear on the list of students in your administrator account.
21. You can now select the Test Class or the class you created and delete it so that
the class does not appear on your school reports.
4
***If you do not have student accounts in PSN or in the system after completing
Steps 2 and 3, continue onto Step 5.
Step 4: Export student records and update Student IDs if necessary
If you have student accounts in the system, export the student list. A student
account is also called a student record.
1.
Click School Data and select Export Students.
2.
Select a school in the first drop-down list and leave the second drop-down
menu on All grades.
3.
Leave the radio button on “Export all students in selected school and grade.”
4.
Click Export.
5.
Save the file. You may want to create a folder labeled PSN_Uploads to save all
of your export and upload files in one place. Create the folder in a directory
with one name so there are no spaces in the file directory path when you
upload. For example, save the folder on the Desktop rather than in Documents
and Settings, which will create spaces in the file directory path.
6.
Open the file. Save the file with a new filename to indicate this is an upload file
for a particular school (Example: Upload_ SchoolName.xls).
7.
Open the saved upload file and determine if student accounts contain Student
IDs.
Important Note about Student IDs:
• Student IDs identify each account. This is used to update
information in a student’s record.
• Changing a Student ID will cause the creation of a new student
account.
• Student IDs must be unique for each student within a school.
• Student IDs do not need to be the actual student ID used in
your school or district.
• Student IDs can be up to 30 numeric characters.
• Student IDS cannot contain alpha or special characters.
• Do not use leading zeros in Student IDs.
8. If existing student accounts do not contain Student IDs, add them to the file.
Student IDs must be unique for all students in the school. The password fields
will be empty. Leave them blank when updating the student ID or username.
9.
After adding Student IDs, save the file.
10. Now save the file as a Unicode text file.
5
11. Upload the file to the system to add Student IDs to each of the existing student
accounts.
12. Repeat #1 through #5 again to export the updated student accounts. This file
now contains all student records with Student IDs. The file is in the Advanced
Student Upload format. Save the file.
If the file upload fails when adding Student IDs to each record, call Technical
Support.
13. Use Save As and save the file as your second upload file (Example:
Upload2_SchoolName. You will use this to add new student records and update
existing student records. You can remove any student record that you do not
want to update or you can leave all student records in the file if you desire.
14. Continue onto Step 6.
Step 5: Download the Advanced Student Upload template
For schools without any students in the system, you need to download the
Advanced Student Upload template.
1.
Click the School Data menu and select Upload Students (advanced).
2.
Click the link “click here for important information and to download a
spreadsheet template.”
3.
Click the Excel Worksheet link in step 1 of the directions to download the
template.
4.
Save the UploadRosterAdvanced.xls file. You can edit the file name to include
your school name.
6
Step 6: Prepare the upload file
Open your advanced upload template or the upload file with existing student
records. Before preparing the file, here are some helpful tips to know in advance:
•
•
•
Do not exceed 10,000 records per file when using the Advanced Student
Upload.
If you need to upload more than 10,000 records, then create individual files
with no more than 1,000 records each and Zip them together for a total of
100,000 records.
You can upload multiple files if saved as a zip, including files for multiple
schools (identified by School ID)
1.
With your upload file open, enter information into all required fields, which
appear in bold font in the header row.
2.
To obtain your School ID click the “click here for important information and to
download a spreadsheet template” link. Click the “Click here” link to view the
Pearson SuccessNet School IDs for your school or schools.
3.
Enter the Pearson SuccessNet School ID in column A. This is an eight digit
number and is assigned by Pearson. The School IDs provided are the only valid
entries.
4.
Follow this step if your School ID contains leading zeros.
a. Right-click on the cell with the School ID and select Format cells.
b. Change the category to Custom.
c. Select the zero in the list of formatted types under the Type text field.
7
d. Place your cursor into the text field below Type and add seven
additional zeros until there are either zeros in the text field.
e. Click OK.
5.
Enter the student’s first name in column B or copy and paste information from
a Student Information System export file. This field can contain one to sixtyfour characters without any leading or trailing spaces.
6.
Enter the student’s middle initial in column C or copy and paste information
from a Student Information System export file. This field can contain two
letters (a-z), numbers (0-9), spaces, apostrophes, hyphens and periods.
7.
Enter the student’s last name in column D or copy and paste information from a
Student Information System export file. This field can contain one to sixty-four
characters without any leading or trailing spaces.
8.
Enter a Student ID in column E. This field can contain up to thirty numbers (09). This does not need to be the student’s official School ID. It can be a number
for Pearson systems only. This number must be unique across all students in
the school.
9.
Enter the student’s grade in column F. Select a grade the drop-down list if
using the template file or enter one a value manually. Valid entries are K, 01,
02, 03, 04, 05, 06, 07, 08, 09, 10, 11, 12, XX (XX is for no grade or graduated
students).
8
10. Select either ENG or ESP from the drop-down list if using the template file or
manually enter ENG or ESP for SuccessNet Language in column G.
11. Enter a globally unique username in column H. Enter one to one-hundredtwenty characters without any leading or trailing spaces.
Create unique student usernames. Consider using:
• An email address
• A combination of the students first and last name with
the @ symbol and the school initials, mascot, or name
(Example: [email protected], [email protected], or
[email protected])
• The student ID number with the @ symbol and the
school initials, mascot, or name
12. Enter a password in column I. Passwords must contain six to thirty-two ASCII
characters. No blank spaces are allowed. The password cannot match or contain
the User name, First name or Last name. The password must contain at least
one alpha character and contain at least one number or special character. If you
are not changing the password for existing students please leave the Password
field blank.
13. Copy and paste the password in column I to column J.
14. Enter demographic data if desired. Use the rules for valid text entries available
from the “click here for important information and to download a spreadsheet
template” link.
15. Continue adding information for all students.
16. Use the Fill command to copy the School ID down the entire spreadsheet of
student records for that school.
a. Hover your cursor over the bottom right corner of the first cell that
contains the School ID. Click the plus sign.
9
b. Drag your mouse downwards until you get to the row of the last
student record and select copy cell from the small menu that appears.
Use the Fill command to create unique Student IDs unless you copied
them from a student Information System export file. If you are
creating unique Student IDs, enter a series of numbers in column E of
the first student record.
c. Hover your cursor over the bottom right corner of the first cell that
contains the Student ID and click the plus sign.
d. Drag your mouse downwards until you get to the row of the last
student record and select copy cell from the small menu that appears.
10
e. Use the Fill command for grade level and other fields if appropriate.
17. Save the file. This is now your base file for the upload.
18. Save the file as a Unicode text file. Choose Save As and select Unicode text as
the file type. Unicode text is different from tab-delimited text. Choose Unicode
text.
A warning message may tell you the file may contain text features that are
incompatible with Unicode text. Click Yes to say you want to save the file as
this file type. You will upload the Unicode text file. Use the .xls file to make
changes if errors occur during the upload process.
Step 7: Upload the file
Now you are ready to upload the file. Be sure to reread the limitations on the
number of records per upload file listed at the beginning of Step 6. Break your file
apart if there are more than 10,000 records in your upload file. To upload the file:
1.
Select Upload Students (advanced) from the School Data menu.
2.
If you are transferring students to a new school in the district (district admin
feature), select the radio button for “Transfer the student to the school in the
import file. This will also remove the student from all classes.” If you do not
intend to transfer students, select the radio button for “Consider this an error
and fail the import.”
3.
Click Choose File (A in the image on the next page).
4.
Select your upload file (B in the image on the next page).
5.
Click Open (C in the image on the next page).
11
6. Click Upload. There is now a new entry in the Upload History table that includes
the Status.
If the system is overloaded, the file may fail immediately. If this happens,
repeat #3, #4 and #5 above until the status shows “In progress.” After a few
minutes, refresh the web page until the status changes “Completed” with a link
to View Errors or “Successful” with a link to View Report.
Example Error Report:
12
The error report contains a description of the errors and the row number of the
error.
The row numbers provided in the error report do not take the header row
into consideration. Therefore, add 1 to the row listed in the error report.
Example: The error report states that the error is in row 9; the error is actually
on row 10 of the upload file.
Errors and Error Messages
During the upload process you may experience error messages. This section
identifies possible errors and outlines what to do if you see an error message. Some
errors will cause the file to fail. Some files with errors do process successfully and
create or update records without errors. The records with errors will be identified in
the error report.
Use the error report to identify which rows in the upload spreadsheet contain
errors. Remember to add 1 to the row listed in the error report. For example, row 5
in the error report will be row 6 in your upload file.
Error #1: Immediate rejection of the file
The file is returned immediately after clicking Upload. The error report states that
there was an error and you should try again later.
Error 1 Next Steps: Browse to the file and upload it again. The system is busy
and you need to keep trying until it is successfully submitted for processing. When
you see In Progress under status, your file has been successfully submitted for
processing.
13
Error #2: System error in row 0
The file fails. Error message states a System Error in row 0.
Error 2 Next Steps: Browse to your file and upload again. Make sure there are no
spaces in the file directory path. For example, do not save your file in a directory
that has more than one word such as Documents and Settings. There should be no
spaces in the directory name. As a solution, move the file to a directory with one
word and no spaces, such as Desktop or Documents. If the file continues to fail with
this error message, call Technical Support.
Error #3: Invalid School ID
The file is processed but errors are identified. Notice that the error reports states
that there is an invalid School ID in row 1. Add 1 to the row listed in the error
message. In this example, the error is in row 2 of the upload file.
Error 3 Next Steps: Return to your upload spreadsheet and correct the error.
Check the School ID carefully and make sure the upload file contains the same
either digits. If the School ID begins with a leading zero, make sure you reformat
the cell so that leading zeros are retained. See Step 6, #4 on formatting cells to
retain a leading zero. After fixing the error, upload the fixed Unicode text file again.
The records previously created will remain unchanged and the new records will be
created.
14
Error #4: Invalid Student ID
The file is processed but errors are identified. The file contains a Student ID with
invalid characters in the Student ID field.
Error 4 Next Steps: Return to your upload spreadsheet and correct the error. Use
the error report to identify the row in your upload file with the error. Remember to
add 1 to the row number listed in the error report. Replace the Student ID with a
valid Student ID. Only numeric characters 0-9 are valid characters. Upload the
corrected Unicode text file again. There are two important warnings about the
Student ID field.
If the student ID does not match what is already in the system for a student,
it may create a duplicate user when the username is intended to be changed.
If you upload a student record with a Student ID that already exists in the
system, the original record in the system will be overwritten with the information in
the upload file. This is why it is important to ensure each student has a unique
username. Obtain that list using the Export Students feature before beginning the
upload process.
Error #5: Username is a duplicate
The file is processed but errors are identified. The file contains a username for
another user in your school or district. The username could also be used by another
user in the system. Global uniqueness is required for all usernames. Teachers and
students who registered for AP, Honors & Electives courses, such as Math XL for
School, MyLab and Mastering courses cannot use that username for our designated
system. This will be seen as a duplicate in the system.
15
Error 5 Next Steps: Use the error report to identify the record that needs a
different username. Enter a new username and save your file. Upload the fixed
Unicode text file to the system again or just upload a file with only the records with
errors.
Error #6: Student ID or Username is a duplicate in the file
The file is processed but errors are identified. Student records in the upload file
contain duplicate Student IDs or usernames.
Error 6 Next Steps: Use the error report to identify the rows with errors.
Remember to add 1 to the row listed in the error report. Change the duplicate
Student ID or Username to a unique number or username. Save and upload the
fixed Unicode text file again.
16
Error #7: Invalid password
The file is processed but errors are identified. Student records in the upload file
contain invalid passwords.
Error 7 Next Steps: Use the error report to identify the rows with errors.
Remember to add 1 to the row listed in the error report. Correct the invalid
passwords. The requirements for student passwords are six to thirty-two ASCII
characters. No blank spaces are allowed. The password cannot match or contain the
User name, First name or Last name. Passwords must contain at least one alpha
character and at least one number or special character. Save and upload the fixed
Unicode text file again.
Error #8: Empty School ID, Student ID, Username or Password
The file is processed but errors are identified. Student records in the upload file
contain missing data.
17
Error 8 Next Steps: Use the error report to identify the rows with errors.
Remember to add 1 to the row listed in the error report. Enter the required
information in the file. Save and upload the fixed Unicode text file again.
Error #9: Passwords do not match
The file is processed but errors are identified. Student records in the upload file
contain passwords that do not match.
Error 9 Next Steps: Use the error report to identify the rows with errors.
Remember to add 1 to the row listed in the error report. Enter the same password
in columns I and J. Save and upload the fixed Unicode text file again.
18