Preparing an Account for a New School Year

Preparing an Account for a New School Year

If you are a returning easyCBM account user, the students and their assignment to groups remain as they were at the end of the last school year. The easyCBM program does not automatically advance student grades nor will it reorganize groups. This means you will either have to advance your student’s grade in school manually (Lite Account) or upload a roster (Deluxe Account) with the student’s current grade in school.

In preparing your account for a new school year, you will need to make sure all of your students are:
1. in their correct grade in school and they are
2. in their correct group(s) for testing.
Directions for advancing student’s grade in school via a roster and regrouping students is listed below.

Advancing a student’s grade in school can always be done manually for both Lite and Deluxe accounts (it is the only way for Lite users). To manually edit a student’s grade, and other student information, login to your account and click on the “Student” tab. In the Students column, to the right of the student’s name, is a blue edit button. Click on this button and a pop-up window will display the student’s information. Make changes and be sure to click on the “Update” button in order for the changes to take effect.

If you are a Deluxe user, your account has a rostering feature that allows you to upload a student roster into our system. With this program it is easiest to advance each student’s grade via the roster. Rosters can be new or you can download your existing students in your account, advance their grade in school in the downloaded file, then upload the edited roster back into your account.

To access this rostering feature, login to your account and click on the Admin tab and scroll down the page to the Student Records section. If you click on the upload student roster link, you will be directed to a page with instructions for preparing and uploading a student roster into your account. The roster that you are uploading must be in the format listed below.

If you are a returning Deluxe user, you will want to access this link (new users will not need this for there first roster upload). You will see this link at this location inside a blue box with blue font: Click here to get a list of your current students in .csv format.

The upload feature works in conjunction with an Excel document that is “saved as” in a .csv format.

Starting with an open Excel spreadsheet document, the header or top cell in each of the 9 columns MUST match the header in the upload listed below in bold, and can only have the corresponding defined demographics. If you are a returning Deluxe user, this is the time to advance your existing student’s grade in school. The easyCBM program does not automatically advance student grades. If a returning student’s grade is not advanced, and they remain in the same grade, this will affect their ability to take tests.

1. Student ID
2. Last Name
3. First Name
4. Grade
5. Gender – M, F, Unknown
6. SPED (Special Education) – Y, N, Unknown
7. Ethnicity – Hispanic/Latino, Not Hispanic/Latino, Unknown
8. Race – American Indian or Alaskan Native, Asian, Black or African American, Native Hawaiian or Other
Pacific Islander, White, Two or more races, Unknown
9. ELL (English Language Learner) – Y, N, UnknownIt is crucial you provide the Student ID you want, if it is important, or the system will assign one to each of your students.Once this list is completed, make sure to save it in a .csv or comma separated values format. If everything is correct, your document will upload correctly. The system will upload your roster into the system in alphabetical order and have them all in an “All Student” group.Once your roster is completed, you should be able to upload your student roster into your Deluxe account. To upload, login to your account and click on the Admin tab in the upper right-hand corner of your dashboard. Scroll down to the Students Records section and then click on Upload Student Roster.

You will be directed to the Student Roster Upload page. If you scroll to the bottom of the page you will be able to browse and select your prepared student roster then click on the Import/Sync Student Roster button.

If the roster has been formatted correctly, the upload will be successful, If the upload was not, you receive an error message indicating what needs to be corrected.

Reassigning students to groups. If you are a returning Deluxe user, and need to reassign student groups, you will want to first unclick all of the student boxes assigened to a group and then reassign them following the directions below.

Grouping students organizes them for testing and reports. You can create as many “groups” as you’d like and students can exist in multiple groups.In the “Groups” column, click on the green “+” button. A blank box will appear at the bottom. Give the group a name then click on the green checkmark box to the right.

All of your students are automatically listed in the All Students group. To activate and assign a student to an additional group, first click on a Group name, then go to the Student column and check the corresponding box to the left of their name. If you want to check what students are in which group, click on the Group name in the left-hand column and those students in that group will be highlighted in black and have a white check mark in a blue box to the left of the student name. If you do not assign a student to a group, the student’s name will not display when measures are assigned to that group, and he/she will not be able to login and take an assessment.

To assign students to groups, select the group you would like in the “Groups” box. Then in the “Students” box click on the small box to the left of the student’s name (this adds a √ check mark and assigns students to that group). Once students are assigned to groups, you will see when you click on the group, only the students in that group will be highlighted.

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