Back to School Checklist for School Administrators

This simple six step checklist is designed to help school administrators quickly set up their Engrade school accounts for the new school year. (Please note: The information provided here does not apply to districts and schools that are rostered through a SIS integration process.)

  1. School Year Structure
  2. Settings
  3. Teachers
  4. Administrators
  5. Students
  6. Classes

Additional Resources

Professional Development Videos
Frequently Asked Questions

Click the name of each topic to learn how to perform the selected action.


School Year Structure

Create Grading Period

The first step to get an Engrade school account ready for the new year is to create a grading period. If your school uses marking periods, be sure to create only one grading period for the new school year.

Create Marking Periods

Once the year-long grading period has been created, school administrators can create marking periods within the new grading period.

Note: If you are unsure which configuration you should use, please see Grading Periods vs. Marking Periods for more information.

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Settings

Grading Scales 

Before creating classes, review the school-wide grading scale(s) and related settings.

Standards Scales 

If the school uses standards tracking, review the school-wide standards scale(s) and related settings.

Attendance Marks 

Verify that the appropriate attendance marks that should be tracked are set up in the school account.

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Teachers

Create New Teacher Accounts 

If new teachers have joined the school, create new teacher accounts for them.

Archive Former Teachers 

If former teachers have left the school, archive their existing accounts.

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Administrators

Create New Administrator Accounts 

If new school administrators have joined the school, create new administrator accounts for them.

Edit Administrator Permissions 

Update the permissions settings of other school administrators, if necessary.

Drop Administrator Accounts 

If former school administrators have left the school, drop their existing accounts to remove their access to the school account.

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Students

Add New Students
Add new students to the school roster individually or upload the entire student roster at once.

Add Existing Students
Add students who were enrolled in a past grading period at the school into the new grading period. 

Note: Teachers will not be able to roster their classes with students until you have added students into the new GP. 

Create Accounts
Once students have been added to the school roster, student and parent accounts may be created for each student; students and parents cannot create their own accounts. Note: If a student had a student and/or parent account associated with him/her in a previous grading period at the school, a new student/parent account will not need to be created for that student. Additionally, the option to create student and parent accounts in bulk will not appear if all students in the selected grading period's school roster have at least one student and/or parent account associated.

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Classes

Create Classes 

Create classes for teachers at the school.

Copy Existing Classes 

Instead of creating new classes, copy existing classes from previous grading periods.

Edit Class Rosters 

Enroll students from the school roster into classes or update existing class student rosters.

Update Class Teachers 

If teachers change classes or additional teachers need access to a class, update the teachers who have access to classes.

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Professional Development Videos

To learn the fundamental features of school administrator and teacher accounts, view the following training videos.

Basic Administrator Training

Teacher Intro to Engrade Pro

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Frequently Asked Questions

Grading Periods

  • How do I remove a grading period?

Before removing a grading period from your account, you will need to ensure that you have removed all classes and students from the grading period you wish to remove. If you do not remove the classes and students from the grading period prior to deleting it, teachers, students, and parents will still be able to view and access the grading period in their accounts.

1. Remove Classes

On the Classes page, select the grading period you intend to delete from the drop-down menu at the top right of the page. Then, hover over the gear icon to the right of a class and select Settings from the drop-down menu. On the selected class's Settings page, change the School Year and Grading Period to the appropriate school year/grading period. Click the green Submit button to move the class to the selected school year/grading period.

Repeat this process for each class in the grading period, including classes in the Archived and Trashed folders.

2. Remove Students

After you have moved all classes to the appropriate school year/grading period, select Students in the left side menu and select the grading period you intend to delete from the drop-down menu at the top right of the page. Hover over the Options button and select Update Stats from the drop-down menu. Once the students have been updated, refresh your browser window. Once refreshed, hover over the Options button again and select Remove Students Without Classes from the drop-down menu. This will remove all students from the grading period.

3. Remove Grading Period

Once you have removed all classes and students from the grading period, you are ready to delete the grading period.  Select Grading Periods on the left side menu, then hover over the gear icon to the right of the grading period you wish to delete, and select Delete in the drop-down menu.

Please note: Depending on settings put in place by your school or district, school administrators may not be able to delete grading periods.

For detailed instructions on removing a grading period, please see the support article: Delete Grading Period.

Teachers

  • How can I remove a teacher from our school account?

If a teacher leaves your school, you can restrict the teacher’s access to your school by archiving the teacher's account. Select Teachers on the left sidebar, hover over the gear icon to the right of the teacher’s name who you would like to archive, and select Archive in the drop-down menu. The teacher will no longer be able to access his/her account, but you will still have access to his/her previous classes.

All archived teachers will be stored in the Archived Teachers folder, which you can access on the Teachers page by selecting view archived teachers at the top right.

If you would like to activate an archived teacher, you can do so on the Archived Teachers page by hovering over the gear icon to the right of the teacher’s name and selecting Activate in the drop-down menu. Once the account has been activated, the teacher will be able to access the account again.

For detailed instructions on how to archive a teacher, please see the support article: Archive Teacher.

Administrators

  • Can I restrict an administrator’s editing privileges?

You may create a "View Only" administrator. This type of administrator can view all of the information in the school's account, but cannot edit any of this information. To create a "View Only" administrator, select Administrators on the left sidebar, hover over the Add Administrator button at the top, and select Create a New Administrator from the drop-down menu. On the next screen, enter the administrator’s information and be sure to select View Only from the drop-down menu next to Permissions. Click the green Submit button to create the administrator's account.

For detailed instructions on how to create a new administrator, please see the support article: Create New Administrator.

You may also change an existing administrator's access by selecting Administrators on the left sidebar. Click the Edit link to the far right of the administrator’s name that you want to edit. Select "View Only" from the Permissions drop-down and click the green Submit button to save.

For detailed instructions on how to edit an existing administrator, please see the support article: Edit Administrator Account.

  • Can I add an administrator that can only access attendance?

You can create an administrator account that is only able to access and edit attendance data. To create a "Take Attendance Only" administrator, select Administrators on the left sidebar, hover over the Add Administrator button at the top, and select Create a New Administrator from the drop-down menu. On the next screen, enter the administrator’s information and be sure to select Take Attendance Only from the drop-down menu next to Permissions. Click the green Submit button to create the administrator's account.

For detailed instructions on how to create a new administrator account, please see the support article: Create New Administrator.

Students

  • What are student ID numbers?

Student ID numbers in Engrade are the method by which Engrade recognizes individual students. Engrade will not create student ID numbers for students; when adding a student to the school roster, school administrators must provide a unique ID number for each student. Student ID numbers should never be reused.  Even if a student graduates from the program, Engrade stores their historical records based on their unique ID numbers.

It is recommended that school administrators use students' official school IDs in Engrade. If the school does not assign official IDs, we recommend creating unique student ID numbers that contain at least 5 numeric characters and do not contain preceding zeros. Please note: Single digit ID numbers are not supported.

Good Examples of ID Numbers

  • 51055 (5+ numeric digits)
  • 1A278D4 (5+ alphanumeric digits)

Bad Examples of ID Numbers

  • 005177 (not 5+ numeric digits and 2 preceding 0s)
  • 7 (not 5+ numeric digits)

For detailed instructions on changing a student ID number, please see the support article: Change Student ID.

  • Why is my student roster not uploading properly?

If you have tried to upload a student roster CSV file and the upload failed, you should review the following for your CSV file:

1. Download Correct Template File

Ensure that you have downloaded the correct template file from the Upload Roster CSV page. You can download this file by selecting Students in the left sidebar, hovering over the Add Students button and selecting Upload Roster CSV from the drop-down menu. On the Upload Roster CSV page, click download a CSV template here to initiate a download of the correct template.

Additionally, you must not make any changes to the columns on the downloaded template file, including, but not limited to: changing the column headers, adding additional columns, and removing columns. If you want to add additional columns to this template, you can do so by adding Custom Fields and then re-downloading the template file. The default columns may not be removed, but you are not required to use them.

2. Enter Required Information

Each student occupies exactly one row in the CSV file, starting on Row 2. The only required information for the student roster upload is: Student ID, First Name and Last Name. You must include this information for every student added to the upload file. Additionally, every student ID number must be unique to each student.

3. Format Additional Information

The following columns in the CSV file are not required for a student upload; however, if you choose to enter information into these fields, you must follow the formatting guidelines for each column, as listed below. Unless otherwise indicated, all columns have a character limit of 40 characters per student.

Phone: This field supports 10 numerical digits.

Email: This field supports one email address (ex: info@engrade.com). Do not capitalize any part of the email address and ensure there are no trailing spaces after the email address.

Gender: This field only supports "M" or "F" entries.

Ethnicity: This field only supports the following entries:

  • American Indian or Alaskan Native
  • Asian
  • Black, Not Of Hispanic Origin
  • Native Hawaiian or Pacific Islander
  • White, Not of Hispanic Origin
  • Other

Birthday: This field supports one date in the following format: YYYYMMDD (ex: for July 1st, 2001 enter "20010701").

Street: This field supports the first line of a street address.

Street2: This field supports the second line of a street address.

City: This field supports a city name.

State: This field supports a state name or abbreviation.

Zip: This field supports a numerical 5 digit zip code.

Parent Cell: This field supports 10 numerical digits.

Parent Email: This field supports one email address (ex: info@engrade.com). Do not capitalize any part of the email address and ensure there are no trailing spaces after the email address.

Grade Level: This field only supports the following entries:

  • Kindergarten = 0
  • 1st Grade - 12th Grade = 1 - 12
  • College = 13
  • Occupational = 14
  • Other = 99

Expected Graduation Year: This field supports one year in the following format: YYYY.

Expected Graduation Date: This field supports one date in the following format: YYYYMMDD (ex: for July 1st, 2001 enter "20010701").

4. Remove Unsupported Characters

At this time, the student roster CSV upload does not support the following:

  • Non-English characters
  • Hyphens and apostrophes in student names
  • Exclamation points, question marks, tildes, asterisks, ampersands, etc.

Your file may be prevented from uploading if it contains any of the marks listed above.

5. Save the File

If you are using a Windows computer, the completed file must be saved as a CSV (Comma delimited) file type.

If you are using a Mac computer, the completed file must be saved as a Windows Comma Separated (.csv) file type.

For detailed instructions on uploading a student roster CSV, please see the support article: Upload Student Roster CSV.

  • What is the difference between a student account and a parent account?

The primary differences between student accounts and parent accounts are that parent accounts cannot access Tests & Quizzes or submit Turn-ins for assignments. Additionally, parents may add more than one student to a parent account, but only one student may be associated with a student account.

  • Can I change a student’s or parent’s email address or login password?

School administrators can change both student and parent email addresses and/or passwords. To do this, select Students on the left sidebar, hover over the gear icon to the right of the student whose email/password you wish to change (or whose parent's email/password you would like to change), and select Accounts in the drop-down menu. In the pop-up window, all student and parent accounts for the selected student will be listed. Select the account for which you would like to change the email address or password by clicking on the student's or parent’s name. Enter the student's/parent's desired email address in the Email field, and/or their new password in the New Password field, and click the green Edit Account button to save your changes.

For detailed instructions on how to edit accounts linked to a student, please see the support article: Edit Accounts Linked to Student.

  • Can I update my students’ information in bulk?

You can update your students’ information in bulk via a roster CSV upload.

First, you will need to download a student upload template file on the Students page by hovering over the Add Students button at the top, and selecting Upload Roster CSV from the drop-down menu. On this page, select download a CSV template here to initiate a download of your existing student list for the selected grading period.

You must enter student information into the cells without adding/deleting/modifying any information in the column headings of the template. You do not need to fill in all cells; only the student ID number, first name and last name are required.

Once you have finished updating your students' information, save the CSV to your computer. On the Roster Upload page, click the Browse button to locate your saved CSV file. Select Upload CSV to upload the file.

On the following page, you will see your CSV information loaded into a grid. Review your student’s information and ensure that everything is correct and located in the correct column (for example, make sure that all the first names are in the “First Name” column and all the last names are in the “Last Name” column, etc.). If you notice any errors, select No, Cancel, correct the errors in your CSV file, re-save the file and upload your revised roster.

If everything is correct, select Yes, Add Students. Your students' information in Engrade will update with the changes entered on the CSV file.

Please note: Engrade recognizes students by student ID numbers, so if you are intending to update existing student information rather than add new students, you will need to ensure that your ID numbers in the CSV file match those in Engrade. If your CSV file contains student ID numbers that already exist in Engrade, the information in the CSV file for each student ID will update the information of the associated student ID in Engrade. However, if you have student ID numbers that do not exist in Engrade, new students will be created in Engrade with the new ID numbers. For this reason, you cannot change student ID numbers in bulk using the roster CSV upload.

For detailed instructions on how to upload a roster CSV file, please see the support article: Upload Student Roster CSV.

  • How can I transfer a student into another class?

At this time, Engrade does not automatically move a student between classes due to schedule changes. If a student is moving to a different class, we first recommend exporting or printing the student’s grades in the original class. You can print or export the Gradebook by hovering over the Print button, and selecting Print Gradebook or Export Gradebook from the drop-down menu, respectively.

You can then add the student to the new class, and use the print-out or export of the original class's Gradebook to help you manually enter the student's grades into the new class.

You can then archive or withdraw the student in his/her former class. You can archive/withdraw a student by selecting Students on the left sidebar, hovering over the gear icon to the right of the student you wish to archive/withdraw, and selecting either Archive or Withdraw in the drop-down menu.

If you choose to archive the student, s/he will still be able to access the class in his/her student account. If you choose to withdraw the student, s/he will no longer be able to view or access the class.

With either option, the student's information will be stored in the Archived Students folder. You can access these grades by selecting the student's name in the Archived Students list, and then selecting View Withdrawn Classes at the top right, if you have chosen to Withdraw the student.

  • How can I preserve a student’s grades if they transfer out of a class?

If a student leaves a class but you wish to preserve his/her grades within that class, you can archive the student. This will save the student's grades and other information, but the student will not appear on the active student roster for the class.

To archive a student, select Students on the left sidebar, hover over the gear icon to the right of the student you wish to archive, and select Archive in the drop-down menu.

You can view an archived student's grades at anytime by selecting Students on the left sidebar, and then selecting View Archived Students at the top right. Select a student's name to view his/her grades and other information pertaining to the class.

For detailed instructions on how to archive a student within a class, please see the support article: Archive a Student.

  • How can I preserve students’ records after they leave my school?

In order to retain a students' records after they leave your school, you can archive students at the school level. Archiving a student will save his/her grades and other data in your school's account. Archived students will not appear on a class's active student roster or on your school's active student roster for the current grading period.

To archive a student, select Students on the left sidebar, hover over the gear icon to the right of the student you wish to archive, and select Archive in the drop-down menu.

You can view archived students at any time by selecting Students on the left sidebar, hovering over the Options button at the top of the page, and selecting View Archived Students from the drop-down menu. Select a student from the archived student list to view any grades/data associated with that student.

For detailed instructions on how to archive a student, please see the support article: Archive a Student.

Classes

  • Why can’t I find a student in my school roster?

It is likely that your school roster (in the left column) contains too many students to display every name. Type the student's name who you would like to add to your class in the Search field at the bottom right. The student's name should now appear in the left column for you to add to your class roster. If the student still does not appear in the left column, contact your school's administrator and request that the student be added to your school's roster.

For detailed instructions on adding students to your class roster, please see this support article: Edit Student Roster.

  • What is the difference between the “Archive” and “Trash” folders?

The Archive folder is used to store previous classes' information that you may need to access again in the future.

The Trash folder is intended for cancelled classes or classes that were created by mistake. Classes stored in the Trash folder are not able to be viewed or modified. In order to view or modify a trashed class, you will need to move it to the Active or Archived folders.

Please note: School administrators have the ability to permanently delete classes from the Trash folder, so only move classes to this folder if you are sure you no longer need them.

  • Can I store previous classes somewhere without deleting any class data?

If you need to store class data from previous school years, you can archive old classes so all grades and class information will remain in your school account, but not appear on the active class list.

You can archive classes individually on the Classes page by hovering over the gear icon to the right of the class you wish to archive, and selecting Archive from the drop-down menu. You can access archived classes at any time by selecting view archived classes at the top right of the Classes page.

Additionally, you can archive all classes in a grading period at once by hovering over the gear icon at the far right on the blue header bar, and selecting Archive All in GP from the drop-down menu. Be sure that you have selected the correct school year and grading period from the drop-down menu at the top right before you archive all classes.

If you would like to restore an archived class, click view archived classes located at the top of the Classes page. Hover over the gear icon to the right of the class you wish to activate, and select Activate from the drop-down menu. This will move the class back to the active class list.

Additionally, you can activate all classes in the Archived folder at once by hovering over the gear icon at the far right of the blue header bar, and selecting Activate All in GP from the drop-down menu. Be sure that you have selected the correct school year and grading period from the drop-down menu at the top right before you activate all classes.

For detailed instructions on how to archive all classes in a grading period, please see the support article: Archive All in GP.

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