ClassFlow Administrator User Guide

Transcription

1 ClassFlw Administratr User Guide ClassFlw User Engagement Team April

2 Cntents Overview... 3 User Management... 3 Manual Entry via the User Management Page... 4 Creating Individual Users... 4 Manual Entry via the Self-Registratin Methd... 6 Student Registratin... 7 Teacher Registratin... 7 Creating Class Rsters... 8 Tips n Simplifying the Prcess... 8 Perfrmance Bands... 8 Creating Perfrmance Bands... 9 Rsters... 9 Jb Results Authenticatin Creating a new Authenticatin Type Standards Teacher Spaces Creating a Teacher Space

3 Overview Several features available within ClassFlw are custmizable based n the specific needs f a particular schl. Therefre, when lking at a specific site fr the first time, it is imprtant t verify that the functinality matches what was riginally requested by the schl. Administratrs have access t additinal functinality in ClassFlw that teachers and students d nt. This functinality usually impacts users n a large scale and therefre access is restricted t Administratrs nly. Mst f these features can be fund under the Mre -> Setup ptin frm the tp-level navigatin. The infrmatin in this dcument utlines each ptin in the Setup sectin f the site, including: 1. User Management 2. Perfrmance Bands 3. Rsters 4. Jb Results 5. Authenticatin 6. Standards 7. Teacher Spaces User Management The prcesses utlined in this dcument are intended fr ClassFlw sites that are NOT integrated with a Student Infrmatin System r ther schl data system. Hwever, fr SIS integrated sites, these instructins shw hw t add Administrative users that may nt be included in the SIS, but fr which a ClassFlw lgin is still desired. If the client, r Partner, chses t avid integrating ClassFlw with a data system, then user data and class rsters can be manually entered int ClassFlw via the user interface. There are tw ways t create user accunts: via the User Management page; r thrugh the Self-Registratin feature. This sectin prvides step-by-step instructins fr perfrming bth methds f manual data entry. The nly technical skills required t perfrm this data entry is a wrking knwledge f the relevant sectins f the ClassFlw applicatin. Fr bulk imprts f users, a wrking knwledge f a data spreadsheet prgram (i.e. Micrsft Excel) is als required. 3

4 Manual Entry via the User Management Page Only users with the ADMIN (Administratr) rle, r thse with the Manage Users permissin will have access t the User Management page, and can fllw these steps t add users: Frm the tp-level navigatin, click Mre -> Setup The User Management page is split int three main sectins (see image belw): Left Clumn: Optins t View/Edit Staff, Student and Rles. Each selectin determines the list f users being displayed in the middle clumn. Middle Clumn: There is a search bar at the tp and the search results are displayed belw. The rle type f users being displayed is determined by the selectins n the left-hand clumn. Right Clumn: Displays the Details fr the user r rle being selected frm the middle clumn. Creating Individual Users T create a new user, select Staff r Student frm the left-hand clumn, click the New buttn abve and select New Staff frm the drpdwn menu t create a Teacher r Admin user. (Likewise, click Student t create a Student user.) Enter the User Details in the right clumn fr the new user being created. There are several fields t be ppulated and each are described belw. Active User (checkbx) - This needs t be checked fr the user t be active. It is checked by default. If in the future, the user accunt is n lnger needed, it can be deactivated by unchecking this bx. Externally Authrized (checkbx) - This bx will be checked ONLY if there is a 3 rd party authenticatin system being used (i.e. Ggle, Office365, SAML, etc.) In that case, we suggest adding the users via a.csv imprt 4

5 and the checkbx will becme checked based n that data file. (See the User Imprt sectin belw). Fr manual entry, this bx shuld remain UNCHECKED. It is unchecked by default. First Name- Enter the First Name f the User here. Last Name- Enter the Last Name f the User here. User Name- Enter the desired User Name fr the User here. There is a 50- character limit n the User Name. It is nt case sensitive. If the User Name already exists in the system, it cannt be added again. Address- Enter the Address fr the User here. This is REQUIRED fr Staff users, but nt fr Students. If the Address already exists in the system, it cannt be added again. Passwrd / Cnfirm Passwrd- Enter the desired Passwrd fr the User here. This is CASE SENSITIVE. ClassFlw requires that the passwrd must be at least 8 characters and have at least 1 number cntained in it. Nte- Fr existing users, this field will display as: Passwrd Reset / Reset Passwrd Rle- Click in the field and select the desired Rle frm the drpdwn menu. The ptins include: Admin; Teacher; Student. Rle Permissins- These will aut-ppulate depending n the rle that is selected. The permissins in this field cannt be edited. Exclude- Selected permissins can be excluded frm a given user if entered in this field. D nt enter permissins in this field unless the impact f that exclusin is knwn. Include- Selected permissins can be included fr a given user if entered in this field. D nt enter permissins in this field unless the impact f that exclusin is knwn. Creating Users via.csv Bulk Imprt ClassFlw als prvides schls with the ability t imprt a list f users via a.csv file. T d s frm the User Management page, simply select Staff r Student frm the left-hand clumn, click the New buttn abve and select Imprt Staff frm the drpdwn menu. Likewise, click Imprt Student t create Student users and fllw the same prcess. The imprt instructins will appear n the right side f the page. 5

6 An utline f the file frmat is listed as well as an ptin t Dwnlad Sample File, which prvides a template that is already frmatted crrectly. The blded items n the left are the file clumn headers (which are case sensitive) and the items t the right are examples f the data that wuld be ppulated under each clumn header. Nte: fr Active and External Authenticatin, use either Y r N. Once the data has been ppulated t the Sample File and saved t yur cmputer, click Uplad t brwse t the user file, click Open and the file will immediately begin uplading users int ClassFlw. An uplad indicatr will appear in the bttm right crner f the screen t alert the user when the file has upladed. At that pint, the users are entered in the system they can lgin and can use all the ClassFlw functinality that their rle allws. Results f the user file uplad can be viewed n the Jb Results page. This is helpful when determining hw many users were added t the site. Frm here, Teachers can manually create their classes, and Students can jin thse classes nce they are given a class cde. Manual Entry via the Self-Registratin Methd In this methd, the creatin f users and class rsters is dne by the users themselves via the Self-Registratin tl. This is a great way t crwd surce the data entry which saves the Administratin team the time f manually creating users. This feature will need t be enabled by Prmethean at the time the site is created. Administratrs can instruct their staff and students t fllw these steps t create their wn accunts: Click Lgin in the tp right crner f the landing page. On the Lgin Page f the site, Users can click the Sign up nw! link at the bttm f the Lgin bx. If that link is nt available, then Self-Registratin has nt been enabled fr that site. Since this feature is enabled at the time the site is created, nly Prmethean can turn this feature n. Nte: The Lgin page will lk slightly different if the site is integrated with a 3 rd party authenticatin system, such as Office 365. There are separate Registratin pages fr Teacher and Student Users, s make sure the user is creating the crrect accunt time at the time f registratin. Details n the necessary infrmatin fr bth Student and Teacher registratin is belw. 6

7 Student Registratin Class Cde- This is the unique 5-digit cde fr the class t which the student will jin. Only ne class cde can be entered n this page. Once the student user is created, additinal class cdes can be entered n that student s Classes hmepage. Create User Name- Enter the desired User Name fr the User here. There is a 50- character limit n the User Name. It is nt case sensitive. If the User Name already exists in the system, it cannt be added again. First Name- Enter the First Name f the User here. Last Name- Enter the Last Name f the User here. Address- Enter the Address fr the User here. This is OPTIONAL fr Students. If the Address already exists in the system, it cannt be added again. Passwrd- Enter the desired passwrd fr the User here. ClassFlw requires that passwrds must be at least 8 characters and include at least 1 number. Passwrds are case sensitive. Cnfirm Passwrd- Retype the desired passwrd. It must exactly match the passwrd entered abve. T finish, click Sign Up as Student. Teacher Registratin Create User Name- Enter the desired User Name fr the User here. There is a 50- character limit n the User Name. It is nt case sensitive. If the User Name already exists in the system, it cannt be added again. First Name- Enter the First Name f the User here. Last Name- Enter the Last Name f the User here. Address- Enter the Address fr the User here. This is REQUIRED fr Staff users. If the Address already exists in the system, it cannt be added again. Passwrd- ClassFlw requires that passwrds must be at least 8 characters and include at least 1 number. Passwrds are case sensitive. Cnfirm Passwrd- Retype the desired passwrd. It must exactly match the passwrd entered abve. T finish, click Sign Up as Teacher. 7

8 Creating Class Rsters Student Users will need t be added t a class Rster in rder t access cntent fr that given class. This can nly be dne by lgging in as that Student adding the class cde in the bx at the tp left crner f the student s Classes Page. Enter the 5-digit alphanumeric cde and click Enrll. Nte- Class Cdes are prvided by the Teacher, and can be fund n the tp right crner f Teacher s hmepage fr that class. Each Class Cde is unique t that class and remains unchanged fr as lng as the class exists. Tips n Simplifying the Prcess The teacher may wish t create the Student user accunts fr her students t avid having t walk them thrugh the prcess. This is particularly useful fr classes with yunger students. In rder t d this, the teacher simply needs t fllw the steps in the Student Registratin sectin f this dcument t create a unique accunt fr each student. Be sure t recrd the usernames and passwrds fr each accunt as they are created in rder t eventually distribute t the students. Again, ne Class Cde can be entered during registratin, s if the teacher wishes t add a student t mre than ne class, she will need t lgin t that newly created student accunt and add additinal Class Cdes t the student accunt. Instructins fr this are fund in the Creating Class Rsters sectin f this dcument. Teachers als have the ability t edit Student Accunt Details and Passwrds at anytime. T d this, the teacher can simply click n her Class -> Rster-> Select a student frm the list-> and click either the Change Passwrd r Edit Student Details buttns n the right side. The teacher can als remve a student frm her class by clicking the trash can icn t the left f the Change Passwrd buttn. Perfrmance Bands Admins can create a perfrmance band that teachers can apply t their assessments and grup students int perfrmance based chrts. The perfrmance reprts shw student perfrmance based n the perfrmance band that is applied. This page is split int three sectins. Clicking the Perfrmance Bands ptin frm the left side will display the list f existing perfrmance bands in the middle f the page. Selecting a perfrmance band frm the middle will display the details n the right side f the page. 8

9 Creating Perfrmance Bands T create a new Perfrmance Band, Click the Perfrmance Bands ptin frm the left side and click New and then New Perfrmance Band frm the drpdwn menu. Name the perfrmance bands and enter the descriptins fr each band alng with the Percentage Range. Add a band by clicking the +Add Band ptin at the bttm, and delete a band by clicking the trash can t the right. Nte- Ensure that the Percentage Ranges d nt verlap. Fr example, Band A culd have a Percentage range frm , then Band B wuld have a Range frm 80-89, and Band C wuld be frm 70-79, etc. Optins t delete, cpy and Edit Perfrmance Band can be fund in the tp right crner. When creating an assessment, Teachers can assign a perfrmance band t that assessment and then view student perfrmance by clicking n Mre -> Reprts - > Perfrmance Reprt. Rsters On this page, Admins can view all the rsters that exist n the site. This is particularly useful when validating an integratin with a schl data system. The page is split int three sectins. Selecting Rsters n the left side will ppulate the middle with all class rsters n the site. This includes all rsters, whether they are imprted frm a SIS r created manually. The search bx at the tp can be used t filter the list f class rsters by teacher, student r class name. The fllwing infrmatin is displayed fr each class rster: Class Name Class Cde Rster Type Subject Grade Duratin (start and end date) Teacher Student Rster (list f all students in the class) Nte: This page is fr infrmatin nly, and class rsters cannt be edited by an Admin here. 9

10 Jb Results This page shws the results frm a data lad and allws an Admin t view the summary f that data imprt. This includes results frm bth an imprt frm a SIS, as well as a bulk imprt f users frm the user management page. The page is split int three sectins. Select Jb Results frm the left side f the page and the middle clumn will display a list f past data file imprts. There is a search bx t help narrw yur results. There is als a filter belw the main search bx which filters results by All, Cmpleted, Cmpleted with Errrs, Failed and Started. The filter icn t the right f the search bx prvides and Advanced Search. Advanced Search allws the list t be filtered by Jb Type, Date Range and Staff. Select the desired jb frm the middle clumn and the results will display n the right side. Users can view the fllwing infrmatin: Jb Summary- includes the # f Successfully Laded rws and # f Errr Rws. Errrs- includes the number f Errr Rws and if there are Errrs in the (Clumn) Header Rw. A table will display the Errr rws including the Rw #, Errr Reasn, and Errr Recrd. Dwnlad errr file- click this buttn t dwnlad a full list f errrs Authenticatin On this page, Admins can cnfigure pen authenticatin cnnectins fr the site. This may include the Clud Strage sites (Drpbx, Ggle Drive r OneDrive) as well as pen authenticatin Lgin ptins (like Ggle and Office365). The page is split int three clumns. On the left side click Authenticatin and a list f existing Authenticatin Types fr that site will display in the middle clumn. When ne is selected, the details fr that authenticatin type will display n the right side. At the tp f the middle clumn, click the +Add Authenticatin Type buttn t create a new pen authenticatin cnnectin, and fill in the details n the right side. 10

11 Creating a new Authenticatin Type When creating a new authenticatin type, yu ll need t fill ut the fllwing infrmatin: Prvider Name- Name the authenticatin cnnectin being created. This name is nt displayed anywhere n the site ther than n the Authenticatin page list. Authenticatin Prvider- Chse ne f the fllwing frm the drpdwn menu, as listed belw. Drpbx- Only fr My Resurces Clever- Lgin nly Facebk- Lgin nly Ggle- bth Ggle Drive and Ggle Lgin LDAP- Lgin nly Office365- Lgin nly OneDrive- Only fr My Resurces OneDrive fr Business- Only fr My Resurces Key Value- This is prvided by the authenticatin prvider when the cnnectin t ClassFlw is initially set up. Secret- This is prvided by the authenticatin prvider when the cnnectin t ClassFlw is initially set up. T btain the Key Value (smetimes called the Client ID), and Secret, the Admin must first create an accunt and App n the site f the specific authenticatin prvider. The prcess varies n each prvider, but the nly infrmatin needed is the ClassFlw site URL and a name chse fr yur App. Here is a list f sme f the sites where thse authenticatin apps can be created: Ggle- Drpbx- OneDrive- Office Additinal dcumentatin will be prvided by the authenticatin prvider. Optins Active- Check this bx t activate the authenticatin type. It must be checked fr it t wrk. UI Lgin Enabled- Check this bx t enable the pen authenticatin lgin ptin n the lgin page f the site. (Facebk, Ggle, LDAP, Office365 nly). Available fr My Resurces- Check this bx t enable the clud strage drive within My Resurces. (Drpbx, OneDrive, OneDrive fr Business, 11

12 Ggle nly). Available fr Classes- This ptin is nly available fr Ggle Classrm. If Ggle Authenticatin is set up and this bx is checked, users can imprt their Ggle Classrm rsters frm the Classes page. This is nly available fr nn-sis integrated sites. Srt Sequence- Numeric values entered here will determine the rder in which the drive ptins are displayed n the My Resurces page. 0 will list the ptin at the tp, fllwed by 1, 2, etc. Standards Administratrs can enable the use f US State Standards n their site. The standard sets are prvided frm Academic Benchmarks and are displayed by State and/r subject in the middle clumn f the Standards page. When selected, a state s standards will display n the right-hand clumn. The Admin can check the individual sets f standards t be displayed, r click Select All t select all standards fr that State r subject. Click Save, and thse standards will be available fr teachers t add t resurces thrughut ClassFlw. Teacher Spaces If available n yur site, Teacher Spaces are lcated in My Resurces and allw users t create cmmunities dedicated t a specific subject, tpic r theme. These cmmunities allw users t create and share cntent easily with a grup f selected educatrs. Resurces stred in a Teacher Space are available t all users that have been given access t the space. This means, that nt nly can users view the resurces, they can als edit thse resurces, allwing fr teachers t cllabrate n the creatin f cntent. Creating a Teacher Space Administratrs are respnsible fr creating the Teacher Spaces and adding teachers t them. Fllw these instructins t create a Teacher Space. Lgin as an Admin and click n My Resurces. Select Teacher Spaces frm the menu n the left, and at the tp click the blue +New buttn and Teacher Space frm the drpdwn menu. Name the Teacher Space flder and press Enter. 12

13 The Teacher space will then shw up in the list in the middle clumn f the page, as well as belw the Teacher Spaces ptin n the left side. Select the Teacher Space frm that middle clumn, and the details will appear t the right. Click the Edit Prperties n the tp right crner t enter details abut the Teacher Space including: Title Subject Grade Cuntry Language Standard Tags Descriptin Click the edit Icn t the left f the Edit Prperties t Edit Sharing. Frm there, type in the Select Users bx t add Teachers t the teacher space. Users will appear as yu start t type in that bx. Click Save when dne. Once the Admin has selected users t jin the Teacher Space, it will shw up instantly fr that Teacher under their wn My Resurces -> Teacher Space page. 13