The Roster Setup button can help you roster classes, teachers, and students. You will NOT be able to roster Specialists. We have a Specialist upload button to add Specialists if you want to bulk upload this user.
To Use the Roster Setup button for your school(s), log in to your account and click on Institution in the menu. Choose a school, and then click on the Roster Setup button.
This screen will pop up:
Download each spreadsheet and add data for rostering. See the overview for how to roster.
Overview
You can easily set up your roster by uploading up to three files into InferCabulary. Depending on the data you want to import, you will need to obtain certain information from your Student Information System (SIS) or any other Learning Management System (LMS). Then, please add information to the file according to InferCabulary's file format. Finally, import the files in CSV format and that’s it! You can start using InferCabulary with your new roster! See our detailed instructions for each step of the process below:
How does it work?
1. Export Data
In order to generate the files to upload to InferCabulary, please export the data from your Student Information System (SIS) or any other Learning Management System (LMS) you use. The yellow fields in the following section are the ones you’ll need to export.
2. Files
You will be able to upload up to three different CSV files, the file names must be exactly the following:
- classes.csv
- users.csv
- enrollments.csv
There are some required fields InferCabulary will need in order to successfully import the data.
***Please note - you CANNOT roster Specialists using this Roster Setup button - only classes, teachers, and students. You can use the User menu or the Upload Specialists Roster spreadsheet to add specialists to your account.
Here is how each file works:
classes.csv file:
The classes file is used to create and update classes and schools within InferCabulary.
Fields
|
Field |
Required/Optional |
Description |
|
External schoolID |
Required |
The school ID of your system. This field can be repeated in the file. |
|
School name |
Optional |
The name of the school. |
|
External classID |
Optional |
The name of the classroom. If left blank the system will only update the school record(s). Only one instance of a classID can be passed in a .csv file. |
|
Class name |
Optional (but required if classID is specified) |
The name of the class. |
|
Grade level |
Optional (but required if classID is specified) |
The grade level of the classroom. Possible values are from 0 to 12. |
users.csv
The user’s file is used to create and update users within InferCabulary. This is only used for the user accounts themselves, not enrollments (i.e. user->classroom associations).
Fields
|
Field |
Required/Optional |
Description |
|
External userID |
Required |
The userID from your system. This is a unique identifier for individual users. A userID cannot be repeated multiple times in a single .csv file. |
|
First name |
Optional |
First name of the user. Note: if left blank then teachers may not be able to distinguish students. |
|
Last name |
Optional |
Last name of the user. Note: if left blank then teachers may not be able to distinguish students. |
|
Username |
Required |
The username of the student. This is used for authentication and is usually an email address. |
|
Role |
Required |
The role of the user. Must be teacher, specialist, or student. |
|
Grade level |
Required for students only |
The grade level of the student. Possible values are from 0 to 12. |
|
Status |
Optional |
The status of the user. If left blank IC will default to ‘enabled’. Must be either: {blank} enabled disabled |
enrollments.csv
The enrollments file is used to map users to classrooms. This applies to both teachers and students.
Fields
|
Field |
Required/Optional |
Description |
|
External userID |
Required |
The userID from your system. The combination of this field and the External classID field will be used to link enrollments across the two systems. |
|
External classID |
Required |
The classID from your system. The combination of this field and the External classID field will be used to link enrollments across the two systems. |
|
Enrollment status |
Required |
The current status of the enrollment. Possible values are active or archived. |
|
Class name |
Optional |
The name of the class. This field is included for troubleshooting only. It has no impact on the interface. |
|
Username |
Optional |
The username for the selected user. This field is included for troubleshooting only. It has no impact on the interface. |
Upload Data
Once you have the files you want to upload ready, please log in to your InferCabulary account, go to the ‘Roster’ tab, click on the ‘Roster Setup’ button and click on the ‘Choose File’ button in front of the filename you want to import.
The files can be uploaded separately, it is not necessary to upload all three files at the same time.
Update Data
In order to update the data, you will just need to upload the files again with the changes. All the previous data will be saved unaltered even if it is not included in the new files.
Please keep in mind that if you delete any information from the CSV files that are already in InferCabulary it will not be deleted.
Manual changes in InferCabulary
Please be aware that if you manually change something in InferCabulary and then you upload another file that does not include this same change, our system will reflect the data from the uploaded file. You would lose the edited change that was previously input manually.
For two specific cases, manually changing a student’s or a classroom’s grade level in InferCabulary, you have the option to lock the grade level for any classroom or students. It will be automatically checked and locked after changing a student’s or a classroom’s grade level in InferCabulary. Please note that once this option is checked and you later upload another csv file with a different grade level, the uploaded grade level will not be registered because of the lock.
How to lock or unlock a classroom’s grade level?
There are two ways to do this:
- Log in to your InferCabulary account > go to the ‘Roster’ tab > select the desired classroom > check the box that says “Lock grade level for this classroom” below the level field.
- Log in to your InferCabulary account > go to the ‘Institutions’ tab > select the school where the classroom belongs > select the desired classroom > check the box that says “Lock grade level for this student” below the level field.
How to lock or unlock a student’s grade level?
There are two ways to do this:
- Log in to your InferCabulary account > go to the ‘Users’ tab > select the desired student > check the box that says “Lock grade level for this student” below the level field.
- Log in to your InferCabulary account > go to the ‘Roster’ tab > select the classroom where the student belongs > select the desired student > check the box that says “Lock grade level for this student” below the level field.
Supported scenarios
The following is a list of the supported scenarios when setting up your roster:
- Create a new school.
- Create a new classroom.
- Create a student user account.
- Create a teacher user account.
- Student enrollment - map a student to a classroom.
- Teacher enrollment - map a teacher to a classroom.
- Update a classroom name.
- Update classroom grade level.
- Update a user's first name.
- Update a user’s last name.
- Update a user's username.
- Update a user's grade level.
- Remove a student’s enrollment.
- Remove a teacher’s enrollment.