Guidelines for Schools How to set up a school account ebooksforschools.com
Contents Guidelines for schools (How to set up a school account) Set up account...3 4 1 Creating a School Account... 4 2 Editing School Details... 5 3 Types of school users... 6 Upload students and teachers...3 7 1 Managing Teacher Accounts... 7 i) Adding a teacher manually... 7 ii) iii) Adding teachers by CSV upload... 7 Checking and editing teacher accounts... 8 2 Managing Student Accounts... 10 i) Adding a student manually... 10 ii) iii) Adding students by CSV upload... 10 Checking and editing student accounts... 12 3 Add Credit... 13 1 Adding credit... 13 Page 2
2 Allocating credit... 15 3 Understanding transaction history... 16 Page 3
Set up Account 1 Creating a School Account Go to the website www.books.rm.com and click on Register for a free account at the top right of the screen. You will then be asked to complete school details and school administrator details. When you have completed filling in all details, click on Create school account. If you already have a RM Unify account, you do not need to register, just add the RM Books tile to your launch pad. Only one school can be registered at the same postcode. If you can't register, check that someone hasn't registered your school already Page 4
2 Editing School Details To edit your school details go to Manage and select School Details. It is important to create a short name for your school. This will make it easier for students to login as they will need their username@shortname. For example, John Smith from St George s Primary School could login as: jsmith@sgp You are also able to edit details including setting the default loan period and deciding on how many books can be borrowed from the library at any one time by both students and teachers. You can select to automatically include all RM Classic titles in the school library. However, if a primary school is using it is a good idea not to include all of these titles as some might not be appropriate for younger children. Page 5
4 Types of Users There are three types of users in : Students read books from their My Books list borrow books from the School library create Book Notes make book requests Teachers read books from their My Books list browse the bookshop and add books to their wishlist borrow books from the School library approve student book requests create their own groups allocate books to a group, an individual user, or the School library use up credit when they allocate books create Book Notes, share them with other teachers and allocate these Book Notes to groups Administrators Administrators can do all the Teacher tasks plus: add the teacher and student users buy credit for the school and allocate them to teachers give Admin rights to teachers All teachers and students at your school will need their own user account to use. Only an Administrator can add these accounts. An Administrator cannot add groups for other users - teachers need to set up their own groups. Page 6
Upload Students and Teachers 1 Managing Teacher Accounts i Adding a teacher manually From your Manage menu choose Teachers, and click Add teacher. You add a single teacher by filling in the online form. All teacher accounts need a Username, Password and Email If you want to give admin rights to this teacher, tick the Make admin account box. Note that this includes the right to buy and allocate credit You have the option to enter a Credit limit. Once their credit is used up, this teacher will not be able to allocate more paid-for books Click Save to add the new user. ii Adding a teacher by CSV upload To add multiple teachers you can upload the information in a CSV file. From your Manage menu choose Teachers, and click Bulk upload (CSV file). Page 7
Download the CSV templates by clicking Teachers template, and follow the formatting when you create your CSV file (make sure you delete the row of dummy data). It's best to take user data from a suitable report from your school's Management Information System (MIS). Usernames can't contain spaces or special characters except hyphens. Passwords must be 8-35 characters, with at least one lower- and one upper-case letter and either a number or special character. It's best to take user data from a suitable report from your school's Management Information System (MIS). Click Browse, find your CSV file and double-click it Tick the box if your file has headers in the first row Make sure all the headings match and then click Import The feedback screen tells you whether your import was successful. If any imports failed, the error details are shown in red. Check and fix the affected rows in the CSV file and then re-import your file. Page 8
If you need to change account details for multiple teachers, make the changes in the CSV file and re-import. iii Checking and editing teacher accounts To edit or check user's account details, click Manage and select Teachers. You can list by A-Z or se arch by typing in all or part of the name. When you have found the teacher, double-click their name. You will see their details, credit allocated, available credit and recent transactions. You can add credit to a teacher's account here, or give the teacher admin rights. Change any data as required and click Save changes. To delete a user, tick the box next to their name in the list and click Delete teachers at the bottom-left of the page. Page 9
2 Managing Student Accounts i Adding a student manually From your Manage menu choose Students, and click Add student. You add a single student by filling in the online form. All student accounts need a Username, Password and Year group. Click Save to add the new user. ii Adding students by CSV upload To add multiple students you can upload the information in a CSV file. From your Manage menu choose Students, and click Bulk upload (CSV file). Page 10
Download the CSV templates by clicking Students template, and follow the formatting when you create your CSV file (make sure you delete the row of dummy data). It's best to take user data from a suitable report from your school's Management Information System (MIS). Usernames can't contain spaces or special characters except hyphens Passwords for student accounts can be much simpler so they're easier to remember, such as "redcat". You may want to choose passwords that students use for other school systems to make them even easier to remember. Note that only one user instance can be logged in at any one time, so students will need their own login rather than sharing one with a friend. Save the file - it must be in CSV format - with a suitable name. Click Browse, find your CSV file and double-click it. Tick the box if your file has headers in the first row. Click Next. Make sure all the headings match and then click Import. Page 11
The feedback screen tells you whether your import was successful. If any imports failed, the error details are shown in red. Check and fix the affected rows in the CSV file and then re-import your file. Bulk-updating student accounts If you need to change account details for multiple students, make the changes in the CSV file and re-import. iii Checking and editing student accounts To edit or check user's account details, click Manage and select Students. You can list by A-Z or search by typing in all or part of the name. There is also the option to search by year or class. When you have found the student, double-click their name. You will see their details, books allocated to them, books borrowed, and associated groups. Change any data as required and click Save changes. To delete a user, tick the box next to their name in the list and click Delete students at the bottom-left of the page. Page 12
Add Credit The bookshop stocks both paid-for and free titles. To use the paid-for titles you need to buy credit. No charge is made when teacher adds a paid-for book to their wishlist. Credit only gets used up when a teacher allocates the book to a user. Teachers can choose to buy a title or rent it for various periods. The price charged will depend on the chosen rental period, number of users, and whether it's for whole-class or individual use, or for the School library. When the teacher confirms the allocation, that credit is deducted from the school account. This action cannot be reversed. 1 Adding credit Only an Administrator can buy credit for their school's account. Administrators are shown their school's credit in the top right corner. To manage your school credit, click Manage and choose Credit. To add credit, click Add credit. Page 13
You can then add the amount of credit necessary and click Next. You are told that you will be transferred to RM.com where you can purchase credit. You'll be directed to the RM Education Shop, which processes credit purchases. You need to log in with your rm.com credentials, or register here for a free account if you don't have one. Check your credit order and follow the prompts to pay by credit card or invoice. The option to order by invoice is only available once you have been validated as a contact at your establishment. When you've finished, you can return to. If the order was successful, the school's available credit will normally be updated within two minutes. Page 14
You'll be alerted if there is a problem with the order; this could happen for example if you exceed your school's invoice limit. If you make an order as soon as you've registered, there'll be a delay before it is processed while your new account is checked and confirmed. This might take a few days, so please bear with us. 2 Allocating credit As an administrator you can delegate part of the school's available credit for each teacher to spend. To add credit to a teacher's account click Manage and select Teachers. Select the teacher you want, enter the amount under Credit limit, and click Save changes. The amount you can enter is not limited by how much credit the school has actually got When the teacher logs on, their personal credit is shown in the top right corner. If this amount gets used up, they will be prevented from allocating any more paid-for books. We recommend that the total credit you allocate to teachers doesn't exceed the amount of credit the school has bought. Otherwise the school's credit may run out, and teachers will then be prevented from allocating books even if they haven't exceeded their own limit. Page 15
3 Understanding transaction history To view all credit transactions for the school, click Manage and choose Credit. You can also check recent transactions of individual teachers. Click Manage, choose Teachers, and select the teacher you want. Their latest transactions are listed. Page 16