How to Create Educator Accounts in Partner Districts Educators with a Site Admin or District Admin user role in the Educator Dashboard on CaliforniaColleges.edu have the ability to create accounts for fellow educators. Site Admin user roles are, usually, for educators with some level of supervisory responsibility, such as lead counselors, assistant principals, and principals. District Admin user roles are, typically, for district leads and CCGI leadership team members. To create both individual and multiple accounts, Site Admin and District Admin users should follow the steps outlined in this document. Please note: Accounts not registered (with a status of Pending Registration) within 60 days of account creation will be deleted. Accounts with a sign in date of a year or longer from the calendar date of last sign-in will be deemed inactive and also deleted. Use the table below to learn about the various user roles currently available in the Educator Dashboard. Educator User Role For Who? Permissions Teachers and Instructional Support Staff Access to student-level data, which includes the following for assigned caseload: Note: This user role is only functional when Scheduler is turned ON for the school. For more information, see resource titled, How to Use Scheduler in Partner Districts Only. Counselor Caseload Only Counselor Counselor Counselors This user role is assigned and edited by Site Admin user role. Access to student-level data, which includes the following for assigned caseload: Note: This user role is only functional when Scheduler is turned ON for the school. For more information, see resource titled, How to Use Scheduler in Partner Districts Only. This user role is assigned and edited by Site Admin user role. Student account management for all students at school site, including: 1
Multi-Site Counselor Site Admin* Counselors at Multiple Sites within the same district Lead Counselors, Assistant Principals, Principals This user role is assigned and edited by Site Admin and District Admin user role. Student account management for all students at specified school sites, including: This user role is assigned and edited (including resetting passwords) by District Admin user role. Student account management for all students at school site, including: Educator account management for all educators at school site, including: Ability to reset educator passwords Ability to create single and multiple educator accounts Ability to assign and edit Educator, Counselor, and Counselor-Caseload Only user roles Assign student caseloads to Educator and Counselor-Caseload Only user roles Ability to delete educator accounts District Admin District Lead, CCGI Leadership Team Members, District Leadership, CCGI Implementation Staff This user role is assigned and edited by Site Admin and District Admin user roles. Site Admin user role permissions plus: Access to all schools in the district Ability to assign and edit Counselor and Site Admin user roles This user role is assigned and edited by CCGI. *While it is possible for Site Admins and District Admins to create additional Site Admin user roles, CCGI strongly recommends that only 1-2 Site Admins be assigned per school site in order to streamline processes. Create Single Account to create Educator, Counselor Caseload Only, Counselor, and Site Admin accounts ONLY! Step 1: Locate the Create Single Account tool Sign in to your account on CaliforniaColleges.edu. Click Create Single Account. 2
Step 2: Populate the required fields in the Create Single Account tool and click Save Required fields: User Role First name Last name Email (only district-generated emails are accepted) Optional fields: Title Phone number Create Single Account to create Multi-Site Counselor accounts (created by District Admins only) Step 1: Locate the Create Single Account tool Sign in to your account on CaliforniaColleges.edu. Click Create Single Account. Step 2: Select District and Schools In the Select User Role dropdown menu, select Multi-Site Counselor. In the Select District field, start typing the name of the district and select it as soon as it appears in the dropdown list. To give educator access to specific schools, select the schools in the box on the left, then click Add; repeat as needed until you have provided access to all the schools the educator needs. Click Save. Step 3: Populate the required fields in the Create Single Account tool and Click Save Required fields: User Role (should already say Multi-Site Counselor) Home School You can select any school from the dropdown, but note that the content visible to the educator is informed by whether the home school is a Middle School or High School (i.e. if you select a Middle School as the educator s home school, the educator will only have middle school content available via the College, Career, and Financial Aid links when signed into their account); Note that once the account is created and appears in the Manage Educator Accounts list, the home school will appear in bold and will also be the first one in the list of schools for the educator. Additionally, if a Multi-Site Counselor is demoted to a Site Admin or Counselor user role, they will automatically be attached to their homeschool. If you wish to attach them to another school, delete the account and create a new account with the appropriate user role. If at any point you wish to give the educator access to additional schools, you can do so via Edit Educator Account so long as the educator has registered their account. First name Last name Email (only district-generated emails are accepted) Optional fields: Title Phone number Create Multiple Accounts to create Educator, Counselor Caseload Only, Counselor, and Site Admin accounts ONLY; Multi-Site Counselor accounts can only be created via Create Single Account) Step 1: Download the CSV template 3
Sign in to your account on CaliforniaColleges.edu. Click Create Multiple Accounts. Click Download Template. Step 2: Review the Template & Gather Information All fields in the template are required to generate educator accounts. Required fields: First Name Last Name Email (only district-generated emails are accepted) Role (user role type) Counselor Site Admin CDS (County-District-School) Code To find your school s CDS code, go to http://www.cde.ca.gov/schooldirectory/, and type in your school name. Step 3: Populate the CSV Template The template must be fully and accurately completed to create educator accounts. Enter or copy your data directly into the file s pre-defined columns. Do not alter the format of this file. For example, do not delete, add, or change the order of the columns. Making any alterations will cause the file to fail. CDS Code field: when you enter the CDS code (either by typing it or copying it into the field), you will notice that is automatically reformatted to scientific notation. In order for the file to process successfully, the format MUST be changed to a numeric format. 1. To do this, first fill out all required fields in the CSV file (including CDS codes). 2. Then, highlight the entire CDS Code column by clicking the letter E above CDS Code. 3. From the CDS Code column, right-click. 4. In the menu that appears, click Format Cells. 4 4
5. In the Format Cells box that appears, in the Number tab, click on Custom (on the left side of the box). 6. Click on 0 (on the right side of the box). 7. In the Type field, enter a total of 14 zeros (all CDS codes are 14-digits long). 8. Click OK. 7 5 6 8 9. Your CDS codes should now be in numeric format as they appear in the screenshot below: **Note that if you close the document and open it again (prior to uploading to the Educator Dashboard), you will need to reformat the CDS codes again** Once you have reformatted the CDS codes, save the file as a comma separated file:.csv, to a location on your local hard drive. Note that saving documents as a CSV file may sometimes require you to validate the save more than one time. If you run into problems, seek guidance from someone in your district s data or IT department. Feel free to also reach out the CCGI at: usersupport@californiacolleges.edu. Step 4: Upload the CSV Template Go back to your Educator Dashboard and upload your completed file. Click Create Multiple Accounts. Click Upload and select your completed template saved as a.csv file. The upload is not immediate and can take a couple of minutes. After about 3 minutes, refresh the page, click on Create Multiple Accounts. Scroll down, just below the Upload button to confirm that accounts were successfully created by reviewing the last file uploaded. Confirm that the number in the Record Processed column reflects the number of records in your CSV template. If the numbers match, the accounts are ready to be registered! 5
If any records failed to process, they will be noted in the Record Failed column. Be sure to click to on the hyperlinked number to find out which records failed and why. Edit the incorrect records in your original CSV template and re-upload; only the records that previously failed will have accounts created. Lastly, follow the steps noted above. Register Accounts on CaliforniaColleges.edu Whether created via Create Single Account or Create Multiple Accounts, educators must register their accounts. Please provide them the detailed instructions below: Navigate to CaliforniaColleges.edu Click on the lock icon in the upper right-hand corner of the homepage In the Educators section, click on Register Your Account. Enter the required information, making sure to use your district email, and click the blue Next button. What is the name of your school district? This is a type look ahead field. Start typing the name of your district until it appears in the list. At that point, you can simply click on the name to select it. What is the name of your school? This is a type look ahead field. Start typing the name of your school until it appears in the list. At that point, you can simply click on the name to select it. NOTE for Multi-Site Counselors only: instruct them to enter the name of the home school you assigned to them during the account creation process. Click the blue Next button to proceed. When you get to the second screen, You will notice the first two fields are pre-filled with the email address you entered on the previous screen. By this time, you will have received an email with the subject, California Colleges Verification Code for Registration; please check your email to find this verification code! Tip: if you do not see an email in your inbox, check your spam folder. Once you have retrieved your unique verification code, please enter it into the verification code field (located just below your email address). Lastly, create your password; please note passwords are case sensitive and there are no special characters allowed. Click the blue Next button to complete the registration process. Once you complete this final step, you will be signed in to your account and taken to the Educator Dashboard. 6