Teacher Activities Page Directions

Transcription

1 Teacher Activities Page Directions The Teacher Activities Page provides teachers with access to student data that is protected by the federal Family Educational Rights and Privacy Act (FERPA). Teachers must prevent unauthorized access to this web page when it is open, and must protect and properly delete all files downloaded to their computer. Use the Teacher Activities Page to... Look up student Active Directory passwords and addresses; Reset a studentʼs Active Directory password; and Export class rosters as a.txt file that can be saved as a.csv file and imported to SPPS Apps to create contact groups by class period. Access the Teacher Activities Page OR Go to the Technology Services Dept. Website at and click on the Teacher Activities link under Self Service at the bottom of the page Log in Credentials Log in with your Active Directory user name (e######) and password. You must be listed as a teacher in the Campus Student Information System in order to use this tool. Using the Search Fields Student Search Search for an individual student by Student ID number or by entering the studentʼs first and last name Find Students by Section is used to Pull an entire course section to quickly look up and reset student Active Directory passwords. Simply click on a student name to open and view their information to the right. Prepare a course section for a student data export, then follow the directions under Student Data Export to download the files to your computer.

2 Reset a Studentʼs Active Directory Password Reset a studentʼs password when an individual student cannot remember their Active Directory password, and the student is present. Teachers should not use this tool to change every studentʼs password. If a teacher uses this tool and resets the AD passwords for every student in his or her class, the students will not be able to access any of the systems which use Active Directory for authentication. 1. Search for a single student by Student ID number or first and last name. 2. Tell the student the eight character password which appears in the Default AD Password field. The student will need to know this password to log on to a district computer on the district network to change their Active Directory password. 3. Press the Reset AD password to button at the bottom of the window. This changes the the AD password to the eight character password in the box. Students are forced to change this password on next log in. 4. Student must log in on a district computer on the district network and change their password. This password change must be completed before a student leaves school, or the student will not be able to access SPPS Apps, elearn, or Campus Student Portal. Hint: If you need to look up passwords for all students in a course, use the Find Students by Section link. Select your school calendar, term, period, and section. Once the list of students appears in the Search Results pane, call the students up one at a time, click on their name, and have the students write down their user name and/or password. They will use their Active Directory user name and password to log in to Campus Student Portal, SPPS Apps, and Moodle (elearn). Hit the back arrow, and select the next student, and repeat this process with all of your students. READ THIS If you reset the AD password, the Student must log in on a district computer with their AD user name and this Default AD Password. They will be forced to change this password on log in. Press this button to reset the AD password

3 Using the Student Data Export Tools The student data export tools allow teachers to export several different files that can be used to create Contact Groups in SPPS Apps. By clicking on the blue hyperlink in step three of the data export directions, the teacher will prepare three different files for download. See the image below for an example and description of how each file might be used. Download this file if you want all students in your school with their address and Active Directory and Naviance user names. Download this file if you want all students in your school with all schedule information. Open the file with Excel, sort data by Teacher Name and Course Name, and locate all of your students at one time. Download this file if you want to create Contact Groups by class section in SPPS Apps. Step 1: Export Student Data -- Step-by-Step Directions Log in to Teacher Activities and go to Find Students by Section 1. Select Calendar -- Select the Calendar for your school School # School Name 2. Select Schedule -- Select Main 3. Select Term -- Choose the appropriate school term from the pull down menu 4. Select Period -- Select the class period that you want to search and/or export 5. Select Section -- Select the appropriate course section you want to search and/or export See the image below to view an example

4 Step 2: Download the File to Your Computer Do NOT print these files and leave them out for others to access. You will be downloading files with protected student data. Carefully follow the directions below to download the.txt file, sort and delete unnecessary data, upload the file to SPPS Apps, and remove the file from your computer to prevent unauthorized access. 1. After you have selected the Calendar, Schedule, Term, Period, and Section, click on the blue hyperlink Click this link to create the files on the right side of the page in Step 3 of the Student Data Exports. 2. It may take a few minutes for the query to run and prepare the three files for download, and once ready, the files will appear on the right side of the page. 3. Select the appropriate file to download and Right-Click (Control Click on a Mac) on the file name 4. Choose Save Link As... (see #1 below) 5. Keep the File Name as is, but make sure that the Format is set to Plain Text and press Save (see #2 below) File Name - Leave as is #2 #1 Format must be Plain Text Press Save Please prevent unauthorized access to student data by deleting this file from your computer once you have finished uploading it to SPPS Apps. Step 3: Preparing the File for Import to SPPS Apps Follow these directions to remove unnecessary data and save the file as a.csv file for upload to SPPS Apps Contacts. #2 1. Open Microsoft Excel on your computer 2. Go to the File menu, 3. Select Open #3

5 Step 3: Preparing the File for Import to SPPS Apps continued 4. Select the.txt file from your computer 5. Make sure Enable is set to Text Files 6. Press Open 7. Press Next on each of the next two pop-up windows (see below) 8. Press Finish #7 #7 #8 This will open the.txt file in Excel so that you can delete any unnecessary fields and save the file in the appropriate format for uploading to SPPS Apps to create a Contact Group. The only information you will need to upload to SPPS Apps to create a Contact Group is the studentʼs first and last name and address. The exported files contain other unnecessary information that can be deleted. Follow the steps below to delete the extra information. 9. Verify that the Header Names match the content of the cell below, edit as necessary, then Delete all columns except Last Name, First Name, and . To delete a column, click on the letter of the corresponding column to select it, then click Edit and select Delete. Header Row Make sure that you have not deleted the Header row, as this information is necessary in the upload.

6 Step 3: Preparing the File for Import to SPPS Apps continued Follow the directions below to save the file as a.csv (Comma Separated Values) file. 10. Select File 11. Select Save As From the Format pull down menu, select Comma Separated Values (.csv) 13. Press Save The file is now ready for upload to SPPS Apps to create a Contact Group Step 4: Create Contact Group in SPPS Apps 1. Log in to your SPPS Apps account and open the Mail app 2. From the black menu bar inside Mail, select Contacts 3. Inside Contacts, open the More menu 4. Select Import 5. In the pop-up window, press Choose File 6. Select your.csv file from the list of files in the pop-ip window and press Open 7. The file name will appear to the right of the Choose File button, press Import 8. Your contacts will appear in a list and are automatically added to a group with the name Imported followed by todayʼs date, such as Imported 9/9/13 9. Click once on the Imported group to select it, then press the More button and choose Rename Group from the list 10. Type the group name in the pop-up window and press OK Note: This process only works to create Contact Groups in SPPS Apps, and cannot be used to create a Google Group for Business. Protect Student Data Remember to... Log out of the Teacher Activities Page and Quit the browser Move any downloaded files to the Trash / Recycle Bin on your computer and Empty the Trash / Recycle Bin Destroy / shred any printed files Do not leave files lying out on a desk or open on the desktop of your computer Log out of your computer to avoid the possibility of anyone else accessing any electronic files on your computer