Dashboard > Dashboard Guide > Aspen/MyEducationBC > Aspen/MyEducationBC Staff

Aspen/MyEducationBC Staff Sync

• Field Set
• Staff List Export
• CSV File Export
• App Dashboard Import
• School District Staff List Synchronization

See also:

• Dashboard Guide: Staff Accounts
• Aspen/MyEducationBC Index

Field Set

Tip: If this is your first time importing to the App Dashboard from Aspen/MyEducationBC, please read through this page before beginning.

In Aspen/MyEducationBC, you can export the Staff List. You should be able to set up the export settings once and then use the same settings each year.

You must import Staff before importing classes, if applicable, so the teachers can be granted permissions automatically. Please do not email the files; instead, please upload them to the Dashboard using your desktop browser, as described below: App Dashboard Import.

This process may be automated in collaboration with your school district. See: School District Staff List Synchronization

Staff List

In Aspen/MyEducationBC, choose Staff in the top tab.

If you do not have a saved Appazur Staff field set from a previous export, you’ll need to customize the view and choose the required fields.

Choose the following fields:

Note: The quoted text in parentheses is how the column headings will appear in the csv export automatically. Do not rename any column headings.

• Legal First Name (“LegalFirst”)
• Legal Last Name (“LegalLast”)
• or, instead of First/Last Name, Teacher Name (“Teacher”)
• Primary email address (“Email1”)
• “Title”

Optionally you may choose:

• “Prefix” / Honorific (Mr./Ms.)

Alternatively, you can provide UsualFirst/UsualLast instead, as long as those fields are not blank for any staff.

Please note the following:

• If non-teaching staff are not included but require accounts or should be listed in the app, you can add them later in the App Dashboard.
• If teachers are listed in the classes export but not in the staff export, there is an option to add those accounts automatically.
• Staff will be given the “Instructor” access level by default, meaning that teachers will be given App Dashboard permissions for classes in the classes export that reference the teacher’s email address.
• Any staff export records that do not include an email address will be ignored.
• Our software carefully validates your data. It is fairly common for the import to find typos in email addresses.

Now, continue with the CSV Export steps below.

CSV File Export

• Click on Printer and select CSV.
  • Do NOT choose the default .txt or Excel format.
• Save the file. You’ll need to know where on your computer the file is saved (probably Downloads).
• If the file opens in Excel automatically, that is okay too.
• Then, import the saved file into your App Dashboard as described in the next section.

If you open the file in Excel to make changes, or because your computer opens Excel automatically, you will need an extra step. If you have a recent version of Excel, save in CSV (UTF-8) format. Otherwise, on the Dry Run screen of the Dashboard, pick Excel in the Encoding box. This will resolve errors with French accents and other special characters.

CSV File Review (optional)

• You may optionally open the CSV file in Microsoft Excel or Google Sheets.
• You may want to remove any records you do not want to use with Appazur.

Appazur Dashboard Import

Instructions:

• From the Dashboard home page, go to Staff.
• Click the Import button (in the upper right corner).
• Click the Add Import Data button (in the upper right corner).
• Choose the CSV file that you exported from the SIS (it may be in Downloads).
• Click Save. Note that this is just a “Dry Run” - nothing will actually take effect yet!

• After a short delay, you should see a page that lists the results of your import.

• Scroll through, looking for ERRORs and WARNINGs. See:

  • Resolving Errors & Warnings
• If you make changes in the SIS, go back to the Add Import Data step and repeat. Or, go back to the Import Data page, click on the link under Import Type in the first row, click Choose File, and choose the new export.
• If you cannot resolve all the ERRORS, contact Support for review and assistance.
• If you have resolved any errors, click Import to complete

Finally, go to Staff in the App Dashboard and check that the data is listed correctly.

Resolving Errors & Warnings

When you do a dry-run, you’ll see a report listing ERRORs, WARNINGs, and INFO about the data in certain rows of your file. The row number will be indicated. Fix the ERRORs and review the WARNINGs before clicking the Import button.

ERROR’s

1. ERROR: 'utf8' codec can't decode ...

Did you save the file from Excel? If so, you need to pick Excel from the Encoding options (below the Import button).

2. ERROR: Please check that you have typed your email address correctly.

We carefully validate email addresses, and often find typos in your Student Information System. Please check that the email address on the indicated row is correct. Example:

• [email protected] should be [email protected]

WARNING’s

1. WARNING: Converting user to staff.

This staff member may have signed up for a parent account using their work email address.

2. WARNING: Moving account ...

This email address was associated with an inactive staff account at another district school.

3. WARNING: Moved account may not have correct permissions or updated fields.

If this staff person was a teacher, but is now an administrator, you’ll need to update their Permissions, Title and Staff Directory Category.

4. WARNING: Unable to move account ...

Is this an active account at another district school? Go to Home/Staff Accounts/Add, attempt to add her/him, and follow the instructions.

INFO’s

You can generally ignore these.

1. INFO: Organization mismatch ...

This relates to the WARNING listed on the line below.

School District Staff List Synchronization

We work with school districts to automate staff imports so that your staff list is always synchronized with Aspen/MyEducationBC. These instructions are for district IT staff.

1. Determine the staff you will export. Typically this includes Principals, Vice-Principals, Teachers, Counsellors, Coaches and Clerks. It should include all staff who will be listed in app staff directories or who will need access to the Appazur app dashboards.

2. You may create a single export for all schools in your district who will use Appazur apps. Be sure that each output record has a unique identifier for each school. Be sure that when a staff member is associated with multiple schools that they appear multiple times (once for each associated school).

3. The export may also include district staff that are not associated with a specific school.

4. Aspen/MyEducationBC exports are in UTF-8 CSV format, and special characters such as French names are supported.

5. Appazur will provide the name of the Appazur sftp server to upload to, a port number (it is not the default), a directory path, and your unique login credentials. Alternatively, you may provide a public key to use for secure access.

6. Exports may be automated to run daily.

The fields in the CSV file must include:

• Usual (or Legal) First Name (“UsualFirst”).
• Usual (or Legal) Last Name (“UsualLast”).
• Email address (“Email1”).
• “Site_Code” (Required if more than one school in the file.)

Optionally, it is useful to include more fields:

• “Prefix” / Honorific (Mr./Ms.)
• “Link” (Link to teacher’s web site.)
• “Title” or “Position”
• “Division”

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