School Manager for Administrators

School Manager for Administrators

1.First Time Setup

You should receive a welcome email from Waterford. Have this information handy as you set up your account in Waterford Manager.

  1. Go to manager.waterford.org.
  2. Log in with the username and password from the welcome email.
  3. Create your username, password, and security information.
  4. Log in with your new username and password.
  5. Read the license agreement.
  6. If you agree to the terms, select I Accept and click Next.
  7. Set up students, classes, and schools.
    You can do this with the import tool, Clever sync, or manually.
  8. Set up staff.
    Use the import tool to enter many staff accounts at once.

1.1.Import Students

Use the import tool to import all student records at the same time using a properly formatted .csv file. You can find a template in Waterford Manager.

  1. Log in as an administrator.
  2. Click Students.
  3. Select a district in the left-hand menu.
    The student import tool can only be used at the district level.
  4. Click Import Students.
  5. Click Download the template.
    Even if you have your staff information in a spreadsheet, you need to make sure the column headings match the template exactly.
  6. Click Show file preparation instructions.
  7. Follow the import instructions in Waterford Manager.
    Students will be placed in classes according to the information in the spreadsheet. If the class name does not exist, the import tool will create it.

1.2.Add Schools

  1. Go to Students.
  2. In the left menu, select a district.
  3. Click Create School.
  4. Enter the information.
    Leave the SIS ID and SIS Name fields blank. These fields are for users that sync their data using Clever.
  5. Click Save or, if you want to continue adding classes, Save and New.

1.2.1.Walk-though: Add schools

1.3.Add Classes

Administrators can create classes for any school in the district. Teachers may only create classes if their access level for the school is set to All. Only an administrator can change a teacher’s access level. Learn more about changing access levels here.

If you are an administrator, you can use the student import to create classes. Learn more.
  1. Go to Students.
  2. In the left menu, select a school.
  3. Click Create Class.
  4. Enter the information.
    Leave the SIS ID and SIS Name fields blank. These fields are for users that sync their data using Clever.
  5. Click Save or, if you want to continue adding classes, Save and New.

1.3.1.Walk-through: Add classes

2.Add Staff Accounts

You must create schools before you create staff accounts.

Creating staff members gives other users access to the Waterford Manager. These steps explain how to manually add staff accounts. To add many accounts at once, read Import Staff Accounts.

  1. Log in as an administrator.
  2. Click Staff.
    If you are logged in as a teacher, you will not see the Staff button. You must log in as an administrator.
  3. Click Create Staff.
  4. Enter the new staff member’s information.
  5. Click Save or click Save and New if you want to add another staff member.
    The staff member appears in the directory on the left side of the screen.

2.1.User Roles and Access

There are three roles in the Waterford Manager: district administrator, school administrator and teacher.

  1. District administrators have access to the entire account, including all schools, students and staff. Administrators can override student placement in the curriculum and only administrators have access to the “Staff” tab and “Settings.”
  2. School administrators are limited to just the school he or she is assigned. They can add staff, students, classes, assign licenses and perform the same administrative operations as a district administrator—just for one school, rather than a whole district.
  3. Teachers only see students within a school. They do not have the “Staff” tab, “Settings” or the ability to override student placement in the curriculum. Teachers are assigned an “Access Level” in their user profile. This determines what the teacher sees in the “Student” and “Reports” tabs. Teachers must be assigned to a school. Choose the school in the dropdown menu under “Access Level.” Generally, we recommend that you keep the Class access level to “All.” This means the teacher will see all classes and students at the school. If you want to limit a teacher to only see students in a specific class or classes, you can select the class in the “Access Level” dropdown menu. If you assign a teacher to a class, that teacher cannot create new classes.

2.2.Import Staff Accounts

Before importing staff, schools and classes must already exist in the Waterford Manager.

Instead of creating staff members one by one, you can import many staff members by district, school, and class. This is done by importing staff information from a properly formatted .csv file. You can find a template in Waterford Manager.

  1. Log in as an administrator.
  2. Click Staff.
  3. Click Import Staff.
  4. Click Download the template.
    Even if you have your staff information in a spreadsheet, you need to make sure the column headings match the template exactly.
  5. Click Show file preparation instructions.
  6. Follow the import instructions in Waterford Manager.

2.3.Assign Classroom Advantage Licenses

Classroom Advantage licenses must be assigned to a teacher before he or she can create playlists and use the Teacher App. You can assign Classroom Advantage licenses three ways: while editing a staff account, creating a staff account or in the staff licenses pages.

 

To add a license while creating a staff account:

  1. Follow the steps to add a new staff account.
  2. During step 4, under Product Licenses, check the box next to and/or .
    Administrator users cannot be assigned Classroom Advantage licenses. This feature is only available for teachers.

To add a license while editing or creating a staff account:

  1. Go to Staff.
  2. In the left menu, select the teacher’s school.
  3. Select the teacher.
    Administrator users cannot be assigned Classroom Advantage licenses. This feature is only available for teachers.
  4. Under Product Licenses, check the box next to and/or .
  5. Click Save.

Go to the staff licenses page to add a license to many staff accounts at once or to view assigned licenses.

  1. Go to Staff.
  2. In the left menu, select a school.
    If you skip this step, the table will display all teacher accounts in the district, which may be several pages long.
  3. Above the staff table, click Licenses.
    staff licences
    Even though the school is no longer highlighted, only teachers in the school you selected in the previous step are displayed. To view teachers in another school or district, select it in the menu. This will switch you back to Staff List, so you will need to click Licenses again.
  4. Check the boxes next to the Classroom Advantage license you want assigned to a staff account. If you want to assign Classroom Advantages to all staff, check the boxes in the header.
    You can also use this page to unassign staff licenses. Simply uncheck the box to remove the license.
  5. Click Save.

2.4.Edit staff accounts: Change username and password

Administrators can change usernames and passwords for all staff members. The staff member does not receive a notification if this happens, so make sure to let him or her know.

This is especially important if you are changing a user’s username. If users do not know their username, they cannot reset their password.
  1. Click Staff.
  2. Select a staff member from the list.
  3. To change a username, enter a new username in the Username field.
  4. To change a password, click Change password and enter the password in the New Password and Confirm Password fields.
  5. Click Save.
    The next time the staff member logs in, he or she will be asked to create a new password and set a new security question and answer.

2.5.Edit staff accounts: Change access level

A user’s access level determines which students the user can see and edit in the Students and Reports tabs. You can change access levels only for staff members with the role of School Administrator or Teacher.

  1. Click Staff.
  2. Select a staff member from the list.
  3. Under Access Level, select a school.
  4. If you want to restrict access to a specific class, select a class.
    You can give a teacher access to multiple classes. Click Add class and select another class.
  5. To remove access to a class, click Remove.
  6. Click Save.

2.6.Walk-through: Add staff

2.7.Walk-through: Update staff accounts

3.Home Access

You may not post or distribute links or shortcuts from the manager, Student App, or parent manager to external sites or parties. Doing so is in direct violation of the license agreement.

Prepare Accounts for Home Access
Home Access must be enabled in the Waterford Manager by an administrator. When Home Access is enabled, parents automatically receive an email with a unique URL assigned to their child and setup instructions. For Home Access to work, it is required that teacher and student user accounts include email addresses, and that student accounts include an accurate birth date.

Find more details in the Home Access section of the School Manager for Administrators guide.

To access the Student Portal at home, the parent or guardian will be given these instructions, which are also included in the Home Access email. You can also download and print parent instructions here.

 

3.1.Set up home access: add email to staff accounts

To add an email to your account:

  1. Log in to Waterford Manager.
  2. Click your name in the top right corner.
  3. Enter your email address.
  4. Click Save.

To add an email to other staff accounts:

  1. Log in to Waterford Manager as an administrator.
  2. Click Staff.
  3. In the left-hand menu, select the class where you want to edit staff information.
  4. Select a user. Enter an email address.
  5. Click Save.

3.2.Set up home access: Add birthdays to student accounts

  1. Go to Students.
  2. Expand the student’s class and select the student.
  3. Place the cursor in the Birthday text field. A calendar will appear.
    You can either type in the date or select it from the calendar. Most date formats will work, for example: 1/1/2012; Jan 1, 2012; or 01 Jan 2012.
  4. Click Save.
    The parent uses the student’s birthday to validate the account and reset the password. Please make sure the birthday is accurate.

3.3.Enable home access for schools and classes

  1. Log in as an administrator.
    Teachers cannot change home access settings.
  2. Click Students.
  3. Select a district.
    Home access can also be enabled at school or class levels.
  4. Check the box for one or more schools.
  5. Click Enable Home Access.
    A message box may appear prompting you to enter any missing student email addresses and birthdays. Enter the missing information and click Update.

Home access can be disabled for a school or class any time by checking the box for the school or class for which you want to turn off home access and then clicking Disable Home Access.

3.4.Enable or disable home access for individual students

  1. Log in as an administrator.
  2. Click Students.
  3. Select a class.
  4. Select one or more students.
  5. Click ON to enable home access or OFF to disable.

4.Settings

In Settings, you make changes that affect your account:

  • Change your account level
  • Assign licenses
  • Set the start date of your school year
  • Set usage goals
  • Reset your account for a new school year
  • Configure media servers
    This may not apply to all users.
  • Set up and sync Clever
    This may not apply to all users.

To access settings, log in as administrator and click Settings in the top right.

settings

4.1.Licenses

Licenses are assigned per student for SmartStart PreK, Waterford Reading and Waterford Math and Science. For Classroom Advantage, licenses are assigned per teacher in Staff. Once a license is assigned to a student or teacher, it is considered “In Use.”

 

A teacher or administrator adds a course through the Students tab. If a license is available, the course is assigned and the student can begin running sessions. If there are no licenses available, the teacher will see the following error message:

no license

4.1.1.Manage student licenses

The Licenses page allows you to reserve a number of licenses to specific schools.

  • Reserving licenses to schools is optional.
  • Even if you reserve licenses to a school, you still must assign an individual license to a teacher or student before the product can be used.

To understand the licenses table, use these tables from a demo school. You can that the total licenses for this district is 350. (Not all schools are listed in the screenshot.) In the first table, there are 194 Unassigned Licenses.

table1

 

I reserved 50 licenses for New York BOCES school. You can see that the number of Unassigned Licenses is now 144.

table 2

 

Example Scenarios

  • If a school has zero assigned licenses, but there are available Unassigned Licenses, a teacher in that school can assign a course to a student.
  • If all licenses are reserved, Unassigned Licenses will be zero. In this situation, a teacher in a school with no reserved licenses will not be able to assign a course to a student. This is true even if other schools in the district are not actively using all of their Assigned licenses.

Reading the Licenses Table

  • Assigned represents reserved licenses and in use licenses. If a school is not using all of their Assigned licenses, the In Use number will be smaller than the Assigned number.
  • Once a course is assigned to a student, this table updates automatically: the In Use number and the Assigned number go up by 1, and the Unassigned Licenses number goes down by 1.
  • In Use will never be smaller than the Assigned number.

 

4.1.2.Reserve licenses for schools

  1. Log in with an administrator account.
  2. Click Settings.
  3. Click Licenses.
  4. Enter the desired number of licenses in the table.
    You cannot enter a number lower than the number of licenses in use. Unassign in-use licenses in Students.
  5. Click Save.

4.1.3.Unassign licenses

If you have a limited number of licenses and need to free some up for other students, you can remove associations (unassign all student licenses), remove license reservations or unassign a student’s course.

 

Remove Associations

Only remove associations if you want to completely reset your account. In addition to unassigning all licenses, this action also removes school and class assignments. This is typically only done at the end or beginning of a school year. Go to the remove associations section to learn more.

 

Remove License Reservations

If you have more licenses reserved for schools than are currently in use, you can simply change that number:

  1. Click Settings.
  2. Click Licenses.
  3. Edit the number under Assigned.
    The number cannot be smaller than the In Use number.
  4. Click Save.
    You may need to click outside of the edited text box for the Save button to activate.

 

Unassign Courses

To unassign a student’s course:

  1. Click Students.
  2. Select the student in the left-hand menu.
  3. Under the student’s name, click Courses.
    students-courses
  4. Uncheck the box next to the course you wish to unassign.
  5. Click Save.
    A warning box will remind you that you can only unassign a student 3 times. Once you reach this limit, that student can no longer have that course reassigned. Click OK to proceed.

A new license will be available. You can go to the licenses table to verify.

4.1.4.Walk-through: Licenses

4.2.Change account level

Changing your account level changes the top-level of your account (for example, from a school to a district or from a district to a multi-district).

  1. Click Settings.
  2. Click Account Level.
  3. Select a new level from the drop-down menu and enter a name.
    You cannot select a lower level.
  4. Click Save.

4.3.School year and goals

Your school-year dates affect reports and dashboards. Usage recommendations are calculated from the school-year start date to the school-year end date.

  1. Click Settings.
  2. Click School Year/Goals.
  3. Enter the date your students will begin using Waterford in the Start Date field.
  4. Enter the date your students will stop using Waterford in the End Date field.
  5. Click Save Changes.

Usage goals are by default set to the Waterford recommendation of 5 days per week and 15 or 30 minutes per day. However, you can set custom usage goals according to your own goals and needs.

To set your usage goals:

  1. Click Settings.
  2. Click School Year/Goals.
  3. Double check that your school year dates are correct and update if necessary.
  4. Select the program for which you want to modify goals.
  5. Enter the minutes per day and days per week for each grade level. Remember that engagement will be measured according to the goals you set here. 
    If you do not want to specify a usage goal, leave the default value in this field.
  6. Select close and then save.

Your usage goal progress is shown in your progress reports and dashboards. Usage goals are a percentage of Waterford’s usage recommendations. For example, if you put 80 in the Usage Goal field, this represents using courses 80% of Waterford’s recommended usage.

4.4.Remove associations

Use Remove association to prepare for the new school year. This feature removes class and student associations to reflect new teacher and student assignments, releases licenses from non-returning students, and resets the school year for reporting purposes.

This tool works best when used with the Import Students tool.

To reset the school year:

  1. Log in as an administrator.
  2. Click Settings.
  3. Click Remove association. This does several things:
    • Increases school year date by one year.
    • Moves all students to Unassigned students.
    • Removes course licenses from all students.
    • Disassociates teachers with classes. School associations remain.
    • Deletes all classes.
    • Sends a notification email to all staff accounts.
    • Update your import file to reflect new class assignments.
  4. Update your import file to reflect new class assignments.
  5. Import the file.
  6. Assign courses to students.
    When you reassign a course, the students begin where they left off when the course was unassigned.

    Students that are no longer in classes will remain in the Unassigned students bin, and their course licenses are free for a new student to use.
  7. Assign teachers to new classes, if desired.
    This step is optional. Use Staff Import to complete this task.

 

Important things to keep in mind:

  • Course licenses and reports require an accurate school year date to work properly. Verify that the updated school year is correct.
  • Teacher accounts created before the August 4, 2014 update may not have an email address. In order for teachers to be notified of a school year reset, please add emails to existing teacher accounts.
  • The school year reset does not remove teacher licenses for Classroom Advantage.

4.5.Media servers

For most cloud users, your media server is managed by Waterford. If you have a NAS device or other alternative setup, you may need to edit the media server location.

  1. Login as an administrator.
  2. Click Settings.
  3. Click Media Servers.
    By default, media server locations are inherited. This means a district’s media server location will also be the location for every school and class in that district, unless it is changed in the table.
  4. To change the media server location, click the text in the table under Media Server Location.
    Enter media server locations as http://[address] using an IP or URL address.
  5. Make changes.
  6. Click Save.

4.6.Clever

Clever integration is an add-on that is not available for all customers. Talk to your Waterford representative if you want more information.

If you have Clever, you will see it in Settings.

Settings

4.6.1.Authorize Clever to access Waterford

  1. Log in as an administrator.
  2. Click Settings.
  3. Click Clever.
  4. Click Authorize.
    You will be redirected to Clever’s website.
  5. Log in to Clever as a District Administrator.
  6. In the Clever dashboard, click Authorize App.

4.6.2.Sync data with Clever

These next steps will be completed in the Clever dashboard and in Waterford Manager.

permissions original

  1. Log in to Clever.
  2. In the left-hand menu, under Applications, click Waterford.
  3. Click Share Entire District or Share by School, which is ever is most appropriate.
  4. Select the classes or schools your want to sync.
    Only select schools or classes where every student is in grades pre-K through 2nd and assigned to either Waterford Early Learning or SmartStart PreK.
  5. Click Save Changes.
  6. Return to Waterford Manager and log in as an administrator.
  7. Click Settings.
  8. Click Clever.
    View the status of the sync on this page. You may need to wait several minutes for the sync to complete, depending on the amount of data.

wel-schedule-sync

Things to keep in mind:

  • Click Synchronize to manually trigger a sync.
  • To schedule an automated sync, check the box next to Enable scheduled synchronization.
    The time options only appear once that box is checked. Select the hour and either AM or PM.
  • Click Refresh to check the status of the current sync.
  • Click Test Sync to see how many records will update on the next sync.
  • Check Sync emails to add parent emails to student records.
    This is only necessary if Home Access is enabled.
  • If a sync fails, click the number under Failed at last update for more information.

 

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