Admin Managed Roster- Manual Load Follow

In this article:

• Manual load overview
• Roster File type
• Academic year suffix
• Subject folders
• Template and sample files 

Manual Load overview

The Manual Load page is used when a CSV or Google Sheet is loaded using the Manual Load Method. Here, you can customize whether and how you use several Hāpara features. The configuration impacts the format of the data that you will need to load in the class and student files. 

Roster File Type

The Manual Load method supports loading either a Google Sheet or a CSV file.

You must select which of these document types you want to use:

1. Google Sheet
2. CSV file

Both options are good. 

Academic year suffix

The academic year suffix is used by the Data Loader to simplify data management, and maintain a yearly class structure.

To minimize errors, and simplify the data loading process, Hāpara has moved away from custom configurations of the academic year suffix. The academic year suffix will now be incremented automatically after archiving:

• For Southern Hemisphere customers from "-2023" to "-2024" for example
• For Northern Hemisphere customers from "-2324" to "-2425".

Subject folders

Student folders are Google Drive folders that can be created for each student in a class. The folders are shared to the student and the teacher, so the work here is not visible to other students unless explicitly shared.

Hāpara Dashboard supports students having zero to many subject folders per student per class. This setting states how folders will be used with classes loaded via the Manual Load Method.

You must select one of these options:

1. Secondary school: Each student has one folder matching ClassName
2. Elementary school: Each class may have multiple folders named in the Class spreadsheet column titled 'Subject Folders'
3. Elementary school: Each student has the same set of subject folder(s)

Notes on the above options:

• Option 1 is commonly used in secondary schools where a class represents a combination of a subject (e.g. English) and a student cohort (e.g. Grade8B).
• Option 3 is commonly used in primary schools where a class represents a student cohort (e.g. Grade2c) and the teacher teaches multiple subjects to that class. You specify the folder names that will be used for all classes (e.g. English, Math, Art, Other) on the Manual Configuration page.
• Option 2 allows you the most control. You can specify different folder names for each class. To do this, add a column titled ‘Subject Folders’ to the classes spreadsheet. On each row of the spreadsheet, specify the folder names for the class on that row.
  
  
  If you do not create class folders when you set up Hāpara, the Sharing View setting will be enabled by default. Teachers will see the All Docs view in their primary Dashboard tab (meaning they can see any document in a student's Google Drive). You can disable this setting, however if it is disabled and teachers do not have class folders, the Dashboard tab will not show any student work. 

Warning: It is easy to add folders but difficult to remove unwanted folders. So it is important to get this setting right.

You can also specify a suffix that will be added to the end of all student subject folder names - both in each Teacher's Google Drive and each Student's Google Drive. Suffixes help make the folder names unique across all students. This suffix doesn’t help students (as they only see their own folders). This suffix helps teachers who view student subject folders via Google Drive (as the folder names the teacher sees will all be different).

You must select one of these folder suffix options:

1. No Suffix
2. - FirstName LastName
3. - LastName, FirstName
4. - StudentEmail

Notes on the folder suffix options:

• Option 2 is the most commonly used.
• If you select Option 4 the portion of the student email address before the “@” symbol will be used as the suffix.

Warning: Once the suffix is added to the folder names, the suffix cannot be removed or changed. So it is important to get this setting right.

Note: If you have purchased an “unprovisioned” Hāpara product (such as Reseller Highlights) then this section will be hidden.

Template and sample files

After you have saved the Manual Configuration settings, navigate to 'Roster data' and select the load class or load student data option. A window will open with a blue box which has a link to the template for the data sheets to ensure correct formatting.