ALO Setup - Manual Entry – Acadience Learning

Manual Setup - New Users

When setting up a new account manually, the following information will need to be added:

Testing Windows: set designated benchmark windows for when testing will occur
Schools: all schools in your district or agency (if you are a one-school entity, you will still need to add your school)
Classes: all relevant classes in each school
Users: staff members who will be using the system
Students: currently enrolled students who will be tested with one or more Acadience assessments

Follow the steps below in order when setting up your account for the first time.

Add Testing Windows

If a testing schedule has not yet been set up in your account, there will be a banner at the top of your screen when you log in prompting you to set up a testing schedule (this only shows up for district level users). You can click on the option in the banner and follow the prompts to set up your testing windows, or follow the directions below.

Navigate to the District View page and select the edit district option.
The first page lists your account information, select “Next: Time Periods” to proceed to the Testing Windows page.
Set your district’s start and end date.
Set each benchmark testing window. Note that testing windows can be up to 4 weeks long and must occur in the designated months for benchmark assessment. The window selected should reflect when the majority of students will be tested (it is possible to still assess outside of the designated dates).

Add Schools

Note: this step is only completed for initial set up or when adding a new school to the account. Schools remain active across years.

Click on the “My District” option at the top of your dashboard screen.
On the next screen, hover over the plus sign on the right side and select the “Add School” option.
Enter the school name and click on the “Add School” button. (Entering the school NCES ID is optional.)
Repeat until all schools have been added.

Add Students

Click on the school you would like to add students to. Make sure you are in your school view, not the district view.
Hover over the plus sign on the right side and select the “Add Student” option.
Make a selection to either add a new student or an existing student.
If you are adding an existing student to the school, the student must have already been added at the district level. If you choose this option, you can add students you would like to add to the school from a drop down list of existing students.
When adding a new student, enter in the requested information and click “Add Student”. Note that a primary ID is required. It is highly recommended that you use official ID numbers.
Repeat until all students have been added to the school.
Repeat for additional schools.

Add Staff

Staff can be added initially at the district or school level. It is more efficient to add school and class level staff to their school first.

District Level Staff:

Navigate to the District View page.
Hover over the plus sign on the right side and select the “Add Staff” option.
Enter in the requested information, set the district-level permissions, and click “Add Staff”. Note that a primary ID is required. If your district has Staff IDs, use that number for the primary ID. If not, you can create a unique staff ID (can be the user’s first initial and last name).

School Level Staff:

Click on the school you would like to add staff to.
Hover over the plus sign on the right side and select the “Add Staff” option.
Enter in the requested information, set school-level permissions (see note below), and click “Add Staff”. Note that a primary ID is required. If your district has Staff IDs, use that number for the primary ID. If not, you can create a unique staff ID (can be the user’s first initial and last name).

NOTE: if you would like to add a class-level user, you can set the user up in the school and leave the school level permissions blank. You will add class permissions for the user later when you set up classes.

Class Level Staff:

Click on the school you would like to add staff to.
Hover over the plus sign on the right side and select the “Add Staff” option.
Enter in the staff information but leave the permissions unchecked (see note below) and click “Add Staff”. Note that a primary ID is required. If your district has Staff IDs, use that number for the primary ID. If not, you can create a unique staff ID (can be the user’s first initial and last name).

Add Classes or Groups (and assign students/staff)

Click on the school you would like to add classes to.
Hover over the plus sign on the right side and select the “Add Class or Group” option.
Make a selection for adding a class or a group.
Enter the class or group name and click on the “Next: Enroll Students” button.
Click on the drop-down menu to select a student to add to the class. Continue selecting students until all students in the class have been added. When finished, click on the “Next: Assign Staff” button.
Click on the drop-down menu to select the staff member(s) you would like to assign to the class. Make sure to slide the permission options in the center to give the staff member the correct level of access (View and/or Assess).
If you have finished adding all of the students and staff to the class, click on the “Create Class” button.
Repeat for additional classes.
Repeat for additional schools.

Enroll Students or Staff in a Class

Click on the school where you need to add or update enrollments.
Click on the class you would like to add or update students and staff in.
Hover over the plus sign on the right side and select “Add Students” or “Add Staff”
Click on the drop-down menu to select a student or staff member to add to the class.
Continue selecting students/staff until you are done and submit.

Manual Setup - Returning Users

When setting up an existing account for the new year using manual options, the following information will need to be added:

Testing Windows: set designated benchmark windows for when testing will occur
Classes: classes from previous years can be reused and new classes can be added as needed
Users: staff accounts from previous years will remain active and new staff members can be added as needed
Students: students who attended in previous years will move into their new grade levels as part of the system rollover and new students can be added as needed

Rollover to the New School Year
Before setting up your account, you will need to rollover to the new school year following the steps below.
- Navigate to the District View page and select the edit district option.
- Click on the badge in the upper right corner of the popup window.
- Choose from the two options listed.
- Click on the “Rollover” button
Add Testing Windows
See instructions above to add new testing windows to your account.
Add New Students
See instructions above to add new students to the account. Visit the Editing Students section for information on how to manually change a student’s name, ID number or grade.
Add New Staff
See instructions above to add new staff to the account. Visit the Setting/Editing Staff Permissions section for information on editing permissions for existing staff accounts.
Add New Classes
See instructions above to add new classes to the account. Visit the Editing Class/Group section for more information on how to change a class name.
Enroll Students or Staff in a Class

Click on the school where you need to add or update enrollments.
Hover over the plus sign on the right side and select “Add Students” or “Add Staff” to add students and staff to the school.
Click on the class where you would like to enroll students and staff.
Hover over the plus sign on the right side and select “Add Students” or “Add Staff”.
Click on the drop-down menu to select a student or staff member to add to the class.
Continue selecting students/staff until you are done and submit.

Manual Setup - New Users

Manual Setup - Returning Users

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