MANAGING THE ENROLLMENT PROCESS

ADDING STUDENTS

Your organization may decide to centralize the process of adding students to one person designated as the Local Administrator.  If this is the case, teachers will send the student information to add or drop students from their assigned courses.

Information needed to add a student:

• First Name
• Last Name
• Gender
• Native Language
• Email address
• username
  • CS recommends standardizing based on the student’s email address before the “@”.
• Password
  • CS recommends using the default password “changeme”  (this forces the student to create a unique password)  

 

Enrollment Option 1 - Email registration Process

 

The easiest way to enroll students in a course is for the students to complete the required fields themselves.  This is called the email registration process.   Your local administrator will provide you with an email template to send your students.  This email template includes minimum technical requirements, the email registration link, the student tutorial. and support options.  The email registration link is unique for each course.  If you do not know who the local administrator is for you school, email [email protected] to request that information.

 

When students click on the email registration link, they will be requested to accept the site and privacy policies.  These policies are aligned with the GDPR privacy standards.  Upon acceptance of both policies, the student will be asked to complete the User Data form to finish the enrollment process.

 

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Enrollment Option 2 - Manual enrollment process

Enrollment processes are course specific.  To check which course you are working with, find the course name at the top of the Teacher Dashboard.  If the desired course is not visible, use the down arrow and navigate to the target course.

 

1. To manually enroll students you must be logged in as a teacher or local administrator and navigate to the course into which students are to be enrolled.
2. Before enrolling new students, remove old student from the course. First, verify that any students currently enrolled are active.  You can see their last date logged in on the Teacher Dashboard on the class roster.  To remove old and/or inactive students from a course follow these steps:
   1. use the Class Management/Class Enrollments menu to move students out of the course (but leaves them in the database to be added to another course)
   2. use the Class Management/Delete menu to delete students and remove them permanently from the database (this action cannot be reversed).
3. When ready to enroll new students, click the ADD STUDENTS button

 

The Add Students Window will appear.  NOTE: the number of students to be enrolled cannot exceed the number of licenses remaining in the license pool.  To request more licenses, contact your local administrator or the administrator responsible for your program.

 

1. Enter the username(s) and all required information into the designated fields. The most common way to create a username is to use the students email address as their USERNAME.
2. When you have completed the web form, click the SAVE button.  
3. You will be placed into the teacher view with the enrolled students appearing as a course roster.=

 

Alternatively you can enter only the student's username and click the “Set Blank Fields TBD” link at the bottom of the page.  (see above illustration)

 

1. 1. By doing this, you are telling NativeAccent to request the information from the student for all fields that are blank when the student first logs in.
   2. If any of the usernames already exist in the system, they will be highlighted in pink. In this case, replace them with unique names.
2. Click the SAVE button.  You have successfully enrolled your students!

 

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Enrollment Option 3 - Batch Enrollment Process

In response to requests from teachers and administrators, Carnegie Speech has created a "batch add" process of enrolling students into a course. In the new process, the only field that must be completed in the enrollment form is a temporary username. All other fields can be left blank (or can be filled in if desired). Students are now required to complete an enrollment form on their first login.

NativeAccent has a downloadable, comma-separated-value (.cvs) Download Template linked at the bottom of the ADD STUDENTS web form (see above illustration)

1. Download the template and open in a spreadsheet application. The column headers must be not be changed, but the only column that is required is the username.

2. In the USERNAME field, enter the student's school ID, email address or temporary usernames.  To create a temporary username, start with the school name or abbreviation followed by a number.  By selecting a number at the end of the temporary username, you can quickly and easily populate the column with the list of temporary names each ending in an ascending number.
3. Click the SET BLANK FIELDS TBD link at the bottom of the page.  This will automatically fill in  temporary information into each blank field and set “changeme” as the temporary password for all students

4. Save the file in the .csv file format in a convenient place
5. Click the UPLOAD CSV FILE button, select the .csv file created from the download template
6. Click the SAVE button.  You have successfully enrolled your students!
7. When students first log in using their temporary username and password, they will be presented with a web form where they enter their enrollment information.

NOTE: If a user’s email address or username is already in the system, you are not able to save the file.  A pink border will appear about the information that must be changed.

 

Students must create a new password and complete all * items in the web form and click SUBMIT button.   They will then be taken to the student home page where they can begin by taking the initial assessment.