Roster: Manage Preferences

Note: District data administrators may restrict your ability to add/edit user and class data. If you do not have access to make selections on this page and require support, you must contact the district data administrator team that manages rostering for your district.

What is this step and why is it needed?

We allow you to set up preferences as you see fit. This page will impact all legacy and connected systems.

If you are using single sign on (SSO), we recommend turning off the "Forgot Password" and "Request Sign In Details" features available to teachers because you will need to communicate to teachers and students how to log in through your organization's SSO platforms.

However, if your organization uses NWEA, do not disable the "Forgot Password" and "Request Sign-In Details" features. Teachers will need to log in to NWEA using their username and password, so it is important they retain the ability to recover or request their login information.

If you are doing automated imports, we recommend setting manual entry to OFF; this prevents errors and inaccurate data caused by multiple data feeds.

This is a "hybrid" rostering solution allowing imports and manual entry to co-exist. By default, manual changes to imported data are not overwritten by subsequent imports, so when a user is allowed to manually change data, those manual changes remain and do not get changed back during the nightly import. If you want your organization's data updates to be made through the imported files only, you must restrict manual entry for your users by turning off the data editing permissions.

If your organization rosters using OneRoster API, OneRoster CSV, or PowerSchool, you can sync the data that your users view to the active term only. This syncing option is not available for other rostering formats, such as Clever API.

● If I am not doing SSO, how will users know their login info?

If you select the "Allow teachers and administrators to use the Forget Password and Request Sign In Details feature" check box on this page, teachers and administrators can request their sign in details from the Sign In page. Additionally, administrators can send selected users a welcome email. Either of these requests prompt an email from "*.hmhco.com" welcoming the users and providing them with login credentials and instructions. (See Request Ed Platform Login Credentials , Send Login Credentials to School Admins and Teachers in Ed Administrator Help, and Example of "Sign In Details" Letter for details.) Once in the platform, the teacher can set the password for their students to whatever they like as data editing restrictions are not inclusive to password reset.

Be sure to whitelist this domain so that these emails (including password reset emails for forgotten passwords) are free to reach your staff accounts.

When a new teacher is added to the system for ThinkCentral or Holt McDougal Online, they receive an email from "*.hmhco.com" welcoming them and providing further details for log in.

● What If I am only importing and automating users but want class management to be done by teachers?

Simply go into preferences and make sure that both the “Allow Teachers to add/edit classes” and “Allow teachers to add/remove students from a class” options are selected. But be sure that the "Allow teachers to add/edit student accounts" option is turned off.

Be aware that if you allow teachers to add classes, this will impact Ed, Flight, and NWEA. Teachers can add class data for all platforms to use, but to manage class data, they must do it from inside Ed/Flight as NWEA does not support a way for teachers to view/manage roster data.

● What if I want to take away the ability for school admins to access import tools?

While uncommon, you can grant rostering rights to school administrators on Ed/Flight. If your district uses Ed and NWEA, we strongly discourage this action as all rostering should be district-level based.

Go into preferences and make sure that the “Allow school admins to do roster imports" option is not selected so that only district admins can perform this task.

● Can teachers access mass import tools?

No, the mass import option is available for school and district administrators only.

To select your preferences:

Allow teachers and administrators to use the Forget Password and Request Sign In Details features. See OneRoster Authentication Considerations for further details.

– Select this check box

only if you want to turn on the "request sign in details" option on the Ed Sign In page for users added through rostering. For ThinkCentral and Holt McDougal Online users, select this check box to send an automated welcome letter to users added through rostering. (Most SSO users want this off, so will want to clear this check box.).

– Clear this check box

to turn off the "request sign in details" option for Ed users and the automatic welcome email that is sent out to TC/HMO users added through rostering. Additionally, this turns off the forget password feature for all users.

Most SSO districts want to control the communication and explain the login process to their users themselves. It is unlikely that you want HMH to automatically email your teachers with login information.

Lock down the management permissions of user and class data to ensure that users and classes are only added or edited through the automated import. See Set Data Permissions for details.

Note: If your district is automating uploads, we recommend that changes to user accounts and rosters be submitted exclusively through the automation process. We offer the ability for administrators to restrict the data permissions teachers and/or administrators, preventing them from adding or editing data.

By default, these settings are turned on

, so school administrators are allowed to add/edit user data, manage rostering and login preferences, and allowed to do roster imports.

When the box is clear

(unchecked), school administrator allowances are turned off and the school administrators are restricted from these abilities. The settings are as follows:

(Available for OneRoster API, OneRoster CSV, and PowerSchool only; not available for other formats, such as Clever API)

➔ Select the check box

Allow system to sync enrollment data with term start and end dates to limit the data that is rostered to the current term and active enrollment dates only.

Note: When this option is selected, the system looks at the enrollment object and removes data where startDate >= today’s date and endDate < today’s date. If a class is left with no student or teacher enrollments, that class will be removed/filtered out from being processed as well. If you set this ON, you will need to approve the Threshold Override and reassign content on the first day of the second semester and you will no longer be able to see first semester classes in our software.

● By default, this setting is turned off

, so that data for the entire school year are available for viewing.

○ If using the API, all data with a STATUS=ACTIVE is processed. If STATUS does not equal ACTIVE, it is treated as an unenrollment.

○ If using the CSV, we expect the rules of BULK rostering to not include the row of the user that is no longer active in that class to be present.