MySciLEARN Student Update Administrator Guide. For system administrators managing the Fast ForWord and Reading Assistant programs

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1 MySciLEARN Student Update Administrator Guide For system administrators managing the Fast ForWord and Reading Assistant programs September 2017

2 Copyright 1996 through 2017 Scientific Learning Corporation. All rights reserved. This document is supplied subject to the terms of the Scientific Learning Corporation license agreement. Information in this document is subject to change without notice. Names, data, and other information used in examples and exercises herein are fictitious. Trademarks Fast ForWord and SciLEARN are registered trademarks of Scientific Learning Corporation, registered in the U.S. and certain other countries. MySciLEARN and Reading Assistant are trademarks of Scientific Learning Corporation. Third-party trademarks Apple, the Apple logo, Macintosh, Mac, ipad, iphone, and itunes are trademarks of Apple Inc., registered in the U.S. and other countries. App Store is a service mark of Apple Inc. Microsoft and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Other brands and their products are trademarks of their respective holders. Trademark symbols are used only in the first occurrence of a trademarked name. Contact us Scientific Learning Corporation 1956 Webster Street, Suite 200 Oakland, CA (fax) Customer Support (US & Canada) (International)

3 Contents Contents 3 More help 4 Update students from a file 5 About student update 5 Access the Update feature 5 Step 1 Create a CSV update file 6 Step 2 Edit and format the CSV file 8 Step 3 Upload the CSV file to update students 11 Automate the Update feature (advanced) 13 About update automation 13 Using the commands 13 Start 14 Status 15 Cancel 16 3

4 More help More help MySciLEARN provides several methods for getting help. Use the Help link Use the Help link at the top of any page in MySciLEARN to access MySciLEARN Help, which provides user-specific help topics and downloadable PDF guides. Download the PDF manuals Prefer documents to online help? Download our user guides, specifications, and teacher manuals in PDF format. Access MySciLEARN Help to download them. Access MySciLEARN Toolbox This professional development hub for MySciLEARN provides access to all program training materials, including teacher materials, video tutorials, and staff training. Access it from Search our knowledge base Our knowledge base provides troubleshooting articles and tips on using the software. To search the knowledge base, go to Contact Customer Support If you need further assistance or have more questions, contact Scientific Learning Customer Support. Customer Support Web Phone Hours (US & Canada) (International) Monday - Friday 5 AM - 5 PM PT 4

5 Update students from a file Update students from a file About student update As a district manager or school manager, use the Update feature to update or transfer large number of existing MySciLEARN students at one time. For example, at the end of the school year, you could use this feature to change the grade for all of the students at your school or district and transfer any students who will be attending new schools in the fall. Large schools or districts that use a student information system (SIS) can automate the entire student update process. See Automate the Update feature (advanced). Access the Update feature To access the Update feature, log in to MySciLEARN, click the Students tab to open the Students page, and click the Update/Import button at the top of the page. Just like the Import Students feature, the Update feature is available based on your staff role: District managers can always access this feature. School managers can access the feature when using the default permissions for their role. Instructors cannot see the Update/Import button and cannot access the feature. Updating students from a file includes three steps. Step 1 Create a CSV update file Step 2 Edit and format the CSV file Step 3 Upload the CSV file to update students 5

6 Update students from a file Step 1 Create a CSV update file The first step in the update process is to create a CSV file that includes the student information you plan to update. A CSV file (sometimes called a comma-delimited file) uses commas to separate student information into columns and fields, and uses lines (rows) to separate each individual student. MySciLEARN uses a CSV file to identify and then update the information for students who already exist in our system. For example, the following MySciLEARN student information Student ID, Username, Password, First Name, Last Name, Date of Birth, Grade, School (organization ID) would look like this in a CSV file. The first line is always the header: STUDENT_ID,USERNAME,PASSWORD,FIRST_NAME,LAST_NAME,DOB,GRADE,SCHOOL_ID 1111,janedoe,lemon,Jane,Doe,12/21/2001,4, ,johndoe,orange,John,Doe,01/05/2002,4, You can use MySciLEARN to export the student information in a CSV formatted file (easier), or you can use your own CSV file (advanced). Export students in a CSV file To simplify the update process, MySciLEARN lets you export student data in a CSV file that meets our update requirements. This is the easiest way to update your students. However, if you already have your own CSV file, you can use that file instead see Use your own CSV file to learn more. 1. Log in to MySciLEARN as a district manager or school manager and in the Manage section, click the Students tab to access the Students page. 2. Click the Update/Import button at the top of the page. If you cannot see the Update/Import button, you do not have permission to access this feature. 3. On the Update or Import Students screen, click the Update button. 4. On the Update Students screen, use the default filter settings to include students from all of your schools in all grades, or filter the students as needed: All Schools Filter the students to be exported by school. School managers can only export students from their schools. All Grades Filter the students to be exported by grade, based on which school you've chosen in the All Schools filter. Only the grades at the selected schools will appear in the filter. 6

7 Update students from a file Note: For security reasons, student passwords are not included in the exported file. 5. Click Download CSV File. If your browser asks you to choose between opening and saving the file, choose to save the file. If you choose to open the file, it may not be generated properly and will require that you generate the CSV file again. Advance to Step 2 Edit and format the CSV file. Use your own CSV file As an alternative to using our exported CSV file, you can create and use your own CSV file to update students. For example, many districts and schools use student information systems that allow you to export student data in a CSV formatted file. See your SIS documentation for steps. Also, if you ve already created a CSV file to import new students, you can use that file as a starting point to update those students. When using your own CSV file, you'll need to edit the file to conform to our expected format. You'll also need to add a header line to your CSV file that includes the correct MySciLEARN header names. The following example includes all of the header names you can include in the update file. To learn more about formatting requirements see Step 2 Edit and format the CSV file. STUDENT_ID,USERNAME,PASSWORD,FIRST_NAME,MIDDLE_INITIAL,LAST_ NAME,DOB,GRADE,SCHOOL_ID,GROUP,INSTRUCTOR 7

8 Update students from a file Step 2 Edit and format the CSV file After creating a CSV update file, you'll need to edit that file to change your student information. Use a spreadsheet program such as Microsoft Excel (save the file in CSV format) or a text editor software program such as Microsoft Notepad or Apple s TextEdit. Follow these requirements. Use a separate line (row) for each student. Only include students who already exist in MySciLEARN. Only include the 12 columns listed in under "Header name" the table. You can use fewer, but additional columns are not allowed. If you're using an import file, you'll need to remove any extra columns. If you're creating your own CSV file, make sure the file includes a header line at the top of the file, with header names that conform to the required format. Make sure the information in each field conforms to the required format and does not include invalid or extra information (such as a school that does not exist). Unless otherwise indicated, only use the following characters in the file: alphanumeric, spacebar, minus sign (as a hyphen), underscore. When using Excel to edit your CSV file, set any columns that include only numbers to "Text" format. This way, when you save the file, Excel will not remove any leading zeros from the numbers in those columns. If your district is very large, update students in groups of 10,000 or fewer. Note: Automated updates do not have this restriction; see Automate the Update feature (advanced). Empty or blank fields are skipped, and the information in MySciLEARN is not changed. Update file format Header name Description and requirements Update functionality LEARNER_ID STUDENT_ID A unique alphanumeric ID created by MySciLEARN to identify the student within the system. An ID assigned to the student by school staff. Must be unique across the district. You can only access a student's Learner ID by exporting a CSV file from MySciLEARN (see Export students in a CSV file). This value is read only. A student's Learner ID cannot be changed. If already added to MySciLEARN, Student ID is used to identify a student when the Learner ID is not in the CSV file. To update this value, include the student's Learner ID in the CSV file. 8

9 Update students from a file Header name Description and requirements Update functionality USERNAME PASSWORD The username for logging in to MySciLEARN. Must be unique across the district. The password for logging in to MySciLEARN. 5 to 25 characters only (not case sensitive). Used to identify a student when the Learner ID and existing Student ID are not in the CSV file. To update this value, include the student's Learner ID or existing Student ID in the CSV file. Can be updated as needed. For security reasons, student passwords are not included in the exported file. FIRST_NAME Minimum 2 characters. Along with Middle Initial / Last Name / Date of Birth, used to identify a student when the Learner ID, existing Student ID, and Username are not included in the CSV file. This value is read only. MIDDLE_ INITIAL One character only. Along with First Name / Last Name / Date of Birth, used to identify a student when the Learner ID, existing Student ID, and Username are not included in the CSV file. This value is read only. LAST_NAME Minimum 2 characters. Along with First Name / Middle Initial / Date of Birth, used to identify a student when the Learner ID, existing Student ID, and Username are not included in the CSV file. This value is read only. DOB GRADE Date of birth: mm/dd/yyyy pre, prek, k, kindergarten, 1-12, 13+ Along with First Name / Middle Initial / Last Name, used to identify a student when the Learner ID, existing Student ID, and Username are not included in the CSV file. This value is read only. Can be updated as needed. 9

10 Update students from a file Header name Description and requirements Update functionality SCHOOL_ID GROUP INSTRUCTOR The organization ID for the student's school (listed on the Schools page in MySciLEARN). To use this field, you must have access to the school. An existing group in which you want to enroll the student. If a name includes a comma or an ampersand (&), precede that character with a backslash (\). Example: 1st \& 2nd Period Lab. For multiple groups, use an ampersand (&) with no spaces or backslashes to separate them. Example: Fall 2010&After school. An existing instructor that you want to associate with the student. firstname lastname If a name includes a comma or an ampersand (&), precede that character with a backslash (\). Example: John Doe\, Jr. For multiple instructors, use an ampersand (&) with no spaces or backslashes to separate them. Example: Jane Doe&John Doe. Can be used to transfer a student to another school. With per student licenses, the school must have an available license for the student or that student will not be transferred or updated. Can be updated as needed. When updated, students will be removed from any groups not included in this field. Can be updated as needed. When updated, associations will be removed for any instructors not included in this field. 10

11 Update students from a file Step 3 Upload the CSV file to update students Upload the CSV update file you created in the first two steps. 1. Log in to MySciLEARN as a district manager or school manager and in the Manage section, click the Students tab to access the Students page. 2. Click the Update/Import button at the top of the page. If you cannot see the Update/Import button, you do not have permission to access this feature. 3. On the Update or Import Students screen, click the Update button. 4. Under Step 3 on the Update Students screen, click Choose File (or Browse, depending on your web browser), navigate to your CSV update file, then select it. 5. Click Update to start the update process. A message appears when the update is complete. If you are updating large numbers of students, this may take a few moments. If your file does not include any errors, all of the students in the file are updated in the system. If your file includes student rows with errors, those students are skipped during the update process. Click Download Error File to see a comprehensive list of errors. If needed, you can save that error list as a text file on your desktop, or copy and paste the error list into a text file. Correct the errors and try again. 11

12 Update students from a file 6. Click Done to end the process. 12

13 Automate the Update feature (advanced) Automate the Update feature (advanced) About update automation For system administrators who maintain thousands of students across large schools or districts, updating student information in MySciLEARN can be an almost daily task. To facilitate this process, MySciLEARN lets you automate the Update feature to run on a regular basis, keeping your MySciLEARN students up-todate and in sync with your student information system (SIS). For example, you can create a script that gets the latest student information from your SIS, formats it as a CSV file, and runs a command to securely upload that information to MySciLEARN, where it's processed as a regular student update. When the update completes, you'll receive an with the results, including any errors. Using the commands MySciLEARN provides three endpoints that let you remotely manage student updates from the command line: start, status, and cancel. Access these endpoints using curl. All three endpoints require authentication and use HTTP over SSL encryption. Follow these tips: Run the updates at night or on the weekends, when your students are not using the programs. Capture the command line output in a log file for later reference. What you'll need A district manager staff account for MySciLEARN, which includes a login and password. If you don't have one, contact a MySciLEARN district manager and have them add an account for you. Use an address suitable for receiving ongoing status s. Your MySciLEARN district server name. To find it, log in to MySciLEARN and click the Manage tab. The URL will start with your server name. For example, the server name in is ondemand4. A CSV file with your student information that conforms to our format requirements. See Step 2 Edit and format the CSV file. 13

14 Automate the Update feature (advanced) Start This command uses an HTTP POST request to submit your student information to the MySciLEARN district server, which sends an with the job results. Enter the CSV filename (and path as needed), your district manager credentials (login and password), and the district servername; for example, ondemand4. You can run either of these commands to start the update (if one does not work in your environment, try the other): curl -F -F login=login -F password=password Example: curl -F -F -F password=1234abcd curl --form --form login=login --form password=password Example: curl --form --form --form password=1234abcd 14

15 Automate the Update feature (advanced) Status This command checks the status of your last update job: completed, still running, or canceled. Note that completed updates may include students who were not updated due to errors. You can run either of these commands to check the status (if one does not work in your environment, try the other): curl -F login=login -F password=password Example: curl -F -F password=1234abcd curl --form login=login --form password=password Example: curl --form --form password=1234abcd 15

16 Automate the Update feature (advanced) Cancel This command cancels your current update job, if one is actively running. The server sends an with the canceled job results. Note that the command only cancels the update for students that are still in the queue waiting to be processed; students that have already been updated when you run this command will remain updated. You can run either of these commands to check the status (if one does not work in your environment, try the other): curl -F login=login -F password=password Example: curl -F -F password=1234abcd curl --form login=login --form password=password Example: curl --form --form password=1234abcd 16

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