You can upload rosters to ensure that all members of your organization are approved and staff names or emails are bulk added and verified automatically. This will also include them in feedback and workflows. This guide outlines three options to upload your rosters to LearnPlatform.
Uploading rosters is optional and does not impact who can log into LearnPlatform, so any new staff joining your organization not included in your most recent roster upload will still be able to log in and access LearnPlatform via Single Sign-On (SSO).
To gain insights into which users are accessing products, member information is linked to the browser extension inventory data. You can filter your Inventory Dashboard by grade and organization.
Who to include in your rosters depends on the following:
- Who your organization envisions logging in and accessing the features in LearnPlatform. Any staff member who need to be able to request products, be assigned tasks, engage in workflows within your account should be included in your rosters.
- Who is contributing usage data in your Inventory Dashboard. Once rosters have been uploaded, LearnPlatform administrators can filter the Browser extension data by building site and grade level if that information has been included in the rosters.
Prerequisites include:
- A purchased LearnPlatform subscription. Organizations that use the Free Inventory Dashboard cannot upload rosters to their account.
- Verification that your building/organization names align with the buildings in your SIS. To check this, after you log in, click the Members tab. New customers should let their designated Project Consultant know of any changes needed during implementation. Existing customers who have completed implementation and are interested in updating their organizations, or who are starting the process for the first time, should email support-lp@instructure.com.
Three Ways to Upload Rosters
| Option A: OneRoster SFTP (recommended) | Option B: Automatic SFTP Upload | Option C: Manual Upload | |
|---|---|---|---|
| Who can use it? |
Users who have a SIS (or tool that works with their SIS) to set up an SFTP connection for exporting OneRoster .csv files Note: This is through an SFTP connection. Currently, LearnPlatform does not support OneRoster syncs via API. |
Users who do not have a SIS (or tool that works with their SIS) that can set up an SFTP connection for exporting OneRoster .csv files Note: Most partners with PowerSchool use this roster upload method unless they have access to another tool in conjunction with PowerSchool that is capable of establishing the SFTP connection. |
Users who do not have a SIS (or tool that works with their SIS) that can set up an SFTP connection for exporting OneRoster .csv files Users who would like flexibility in how often they can upload rosters. |
| How often are rosters updated? |
Dependent on SIS configuration, as frequently as every 24 hours. |
Roster files are processed as frequently as once a quarter. Your organization will need to configure your SIS provider or FTP provider to send files to us once a quarter. |
Roster files are processed shortly after receipt. Processing may take up to 15 business days depending on the volume of roster cases. |
| How do I get started? |
New customers should let their designated Project Consultant know during implementation. Existing customers who have completed implementation and are interested in switching to this upload method or who are starting the process for the first time should email support-lp@instructure.com. Be sure to indicate you are requesting SFTP credentials for OneRoster export. |
New customers should let their designated Project Consultant know during implementation. Existing customers who have completed implementation and are interested in switching to this upload method or who are starting the process for the first time should email support-lp@instructure.com. Be sure to indicate you are requesting SFTP credentials for Option B. Then, keep an eye out for login information from our files.com server. |
Upload your file directly using the widget in the HelpCenter. If you are a new customer in the implementation phase, please let your designated Project Consultant know after you have submitted files. |
Option A: OneRoster Automation (Recommended)
LearnPlatform supports a OneRoster connection via SFTP, which allows you to maintain your organization's user memberships and inventory data accurate and up to date. OneRoster files contain sensitive data about teachers and students, but can typically be configured to contain only the necessary attributes for our application to update your memberships via your SIS provider.
OneRoster version 1.1 is the standard specification for securely sharing class rosters and related data between a student information system (SIS) and any other system (in this case, LearnPlatform). The OneRoster standard supports spreadsheet-style (CSV) export-import. With OneRoster, schools pave the way for digital resources for teaching and learning and eliminate problems before they happen.
Requirements
During your export, additional files may be included. To process your rosters, we need at least the following:
- A manifest.csv or manifest.json file (required for all OneRoster files)
- A users.csv file
- A orgs.csv file
Additional requirements:
- OneRoster csv files must be in a zip folder. Best practice is to keep all files in a single folder structure when creating a zip file.
- Before uploading files, ensure that all the roster files are encoded in UTF-8 and not UTF-8 with BOM.
- The required fields or column headers must match the OneRoster standard. Ensure that your roster columns and cell values have an exact match to the IMSGlobal OneRoster version 1.1 Standard. This includes all files included in your .zip folder.
- Column headers names must be spelled exactly the same (including upper and lowercase letters) as the OneRoster standard.
- Orgs.csv file must contain a district type row with a sourcedId that serves as the parentSourcedId of the child orgs.
Step 1
You will have access to an FTP endpoint to upload your first OneRoster file during the implementation process. A LearnPlatform representative will share the endpoint metadata with you. For customers that have already completed the implementation process, you can request an endpoint by emailing support-lp@instructure.com.
The FTP endpoint allows LearnPlatform to preload your SIS data and to calibrate our system for automated OneRoster processing.
Step 2
Configure and enable the SIS export via SFTP to LearnPlatform's endpoint. You can view an example from Classlink.
Step 3
Tell the Support Team that you have the files by emailing support-lp@instructure.com. A LearnPlatform representative will reach out to you if any clarifications are needed to complete the system's calibration process and when your rosters have been mapped and processed.
Step 4
Our system will typically ingest these files on a daily basis and update your user memberships every 24 hours, depending on your export schedule.
Troubleshooting
A district row is not present.
When exporting the orgs.csv file, include a district row to ensure that your rosters are automatically processed.
The required fields or column headers do not match the OneRoster standard.
Ensure that your roster columns and cell values have an exact match to the IMSGlobal OneRoster version 1.1 Standard.
orgSourcedIds in the users.csv file do not match all the SourcedIds in the orgs.csv file.
Make sure that all the orgSourcedIds in the users.csv file have a match in the orgs.csv file.
Values in enabledUser and sourcedId columns are missing.
Ensure that the enabledUser column is present in the users.csv file and that the values in the sourcedId column are unique for each student and teacher in the users.csv file. If these requirements are not met, the OneRoster upload will fail.
The below files are not mandatory. However, if you choose to include these in your .zip folder, they must be in the exact OneRoster format, which includes the file name and all column headers.
- academicSessions.csv: the S in sessions must be capitalized
- classes.csv
- courses.csv
- demographics.csv
- enrollments.csv
Additional Considerations
- If possible, it is recommended to remove the student's personable identifiable information (PII) such as first name, last name, address, and phone.
- In all LMS or SSO, Identity Manager has developed a method to export OneRoster data to privileged parties (like LearnPlatform). For more information, visit our OneRoster Integration Guide.
Option B: Automatic Roster Upload (Not Automatically Processed)
Upload a .CSV file that contains the fields from the template. Use the following SFTP details:
- Server: learnplatform.files.com
- Username: (sent to you from files.com)
- Password: (sent to you from files.com)
- FTP Port: 21
- SFTP Port: 22
These rosters will be processed in 8-10 business days after the initial upload and then every quarter.
Notes:
- This automation is done through SFTP and applies to roster uploads that are not in the OneRoster file format.
- Rosters uploaded using this method are processed as frequently as once a quarter. Your organization needs to configure your SIS provider or FTP provider to send updated files once a quarter.
- If not already initiated during implementation, contact support-lp@instructure.com to request your SFTP credentials. You will receive an invitation email from files.com to your SFTP folder with your username and password. From there, you can set up the automatic file upload on your end via FTP providers like files.com and/or your SIS provider.
Option C: Manual Roster Upload (Not Automatically Processed)
To manually upload your users and student files, upload a .CSV file by completing the form below. The files uploaded here will be sent to an SFTP folder and processed by LearnPlatform within 15 days. Processing will occur after you submit a new file.
Notes:
- Please do not send any student or teacher rosters to LearnPlatform outside of SFTP (via email or sharing a Google link). This is not a secure practice.
- For privacy-related questions, visit our privacy policy.
Option B/C Template FAQs
What if I have educators/staff that belong to multiple grades and/or schools?
We recommend the formats below when uploading the educator file to your FTP folder.
Preferred Format
Additional Format
Preferred Grade Level Format
Some organizations opt not to include grade levels for educators and filter by schools instead. If you choose to include grade levels, we need numerical values for grade levels. Please use the Common Education Data Standards grade codes when including your grade levels.
Should we list administrators with a user for every grade level and for every school?
For administrators, you can leave grades and schools blank and they will be associated with the district. When you select all organizations or none from the usage dashboard filter, you will be able to see admin data included. If admins only work for a particular school or set of schools (as well as grades), then yes, list every grade and school they belong to.
Add Educators and Staff Members Individually
If a user is not included in your rosters or not listed in your LearnPlatform account as a staff member, you can add them individually by clicking the Members drop-down menu [1].
Select the Educators option [2], and then click the Add Educator button [3].
Enter the user's first/last name, email address, grade, and subject [4]. To save the details, click the Add button [5].
Note: This does not add users to the correct building site/grade level for filtering purposes in the Inventory Dashboard. That can only be accomplished via one of the three roster upload options.
