Preparing our products for the new school year

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At the end of a school year or at the beginning of a new school year, there are a couple of steps to prepare Math Garden for the new school year.
If all went well, most students will have moved up to the next grade and some will get a different teacher. These instructions will guide you through making these changes. You may not need to go through all the steps, for instance, if you don’t need to enter new teachers and pupils.

1. Deactivating students

Students who have been out of school, or students who for any reason no longer use our products, can be deactivated or unassigned from a product. Once you have deactivated a student you cannot keep and view their results but you can still keep and view the results if you unassign the student. To unassign a student use the following steps:

  • Go to Administration – Assign players and remove the student from the school class.
  • Go to Administration – Application Assignment and disconnect the student from the product license.

Permanent deactivation
If you wish to remove the results and data of a (former) student, you can choose the option Deactivate. With this function you permanently remove the information from the backend.

deactivation of the 6th grade

  • Go to Administration – School Classes.
  • Select Deactivate Players for the right school class.
  • Click on OK.

Deactivate a single student

  • Go to Administration – Users.
  • Select the Player you would like to deactivate in the Deactivate colomn.
  • Click on Deactivate.

Deactivate multiple students

  • Go to Administration – Deactivate.
  • Choose which type of users you would like to deactivate underneath Role.
  • Select Player and select the students you would like to deactivate.
  • Click on OK.

2. Advancing all students one grade

Most students will have advanced a grade after the summer holiday, so it is often easiest to advance all students by one grade simultaneously, then return the students who have to repeat a class to the correct grade. To do this:

  • Click Administration in the menu.
  • A dropdown menu will now appear.
  • Choose Users from the dropdown menu.

Below the players-table you will find two buttons:

  • New Player and Change All Players’ Grades.
  • Click Change All Players’ Grades.
  • You will now see the Change All Players’ Grades screen.
  • Choose +1 grade from the dropdown menu and then click OK.
  • The students have now all been moved up a grade.

To change an individual player’s grade, click the Edit button in the
‘players’ column of the child who has to repeat a class. Enter the correct grade for the child in the Grade dropdown menu.

After advancing the grades, you can assign the students and teachers to the correct school classes. In most schools the students stay together in one class, so the easiest way to do this is to change the names of the school classes. Subsequently, you can enter any possible alterations in the class construction. You can also decide not to change the names and to assign the students to the correct classes.

Then, you may want to enter new pupils and perhaps new teachers. Below, you will find all the steps you need to do so.

3. Giving the school classes their new name

An easy step in preparing the school classes for the new school year is changing the name of the class. For example: grade 4a will now become grade 5a.

The following steps will help you to alter the names of the school classes.

  • Click Administration in the menu.
  • A dropdown menu will now appear.
  • Choose School Classes from the dropdown menu.
  • You will now see the School Classes screen.
  • In this screen you will see the classes that are currently in your product.
  • Following each class you’ll find a number of options in blue.
  • Choose Edit.
  • You can now give the class a different name.
  • Now click OK.
  • Repeat this until all classes have the correct name. If you want to add new classes, for instance if a class is split, you can do so with the New School Class button.

4. Assigning a teacher to the correct class

If not all teachers are staying with their own class, the following steps will allow you to assign a teacher to the correct class.

  • Click Administration in the menu.
  • A dropdown menu will now appear.
  • Choose Assign Teachers from the dropdown menu.
  • You will now see the Assign Teachers screen, like in the image below.
  • Here, you can see which teachers have been assigned to each school class and, if desired, you can enter alterations.
  • Choose from the dropdown menu following School Class the name of the class you want to view and what kind of alterations you would like to enter.
  • First, unlink any incorrectly assigned teachers. Do this by clicking the name of the teacher in the right column to select them. By clicking the < Unassign button, you unassign the teacher from the class.
  • Choose the corect teacher for this class from the Unassigned Teachers box. By clicking the Assign > button, you assign the teacher to the school class.
  • Now choose the next class from the dropdown menu and repeat the steps above.
  • If all classes have been paired with the correct teacher, click OK.
  • Further down you will find the step to add new teachers.

5. Moving students

Some students will have been placed in another class as of the new school year. The following steps will help you to put the students in the correct school class.

  • Click Administration in the menu.
  • A dropdown menu will now appear.
  • Choose Assign Players from the dropdown menu.
  • You will now see the Assign Players screen, like in the image below.
  • If you click the School Class dropdown menu all the school classes you have entered will appear.
  • First, choose a school class from the dropdown menu next to School Class.
  • In the Players in the Class list you will see which pupils are linked to this class at the moment.
  • If you see any pupils in the Players in the Class list who do not belong in this class, click the name, and then click < Out of Class to unlink the player.
  • To assign students who are not linked to this class yet, click in the desired pupils name in the Players not in a Class list. By now clicking the Into Class > button, you link the student to the school class.
  • If you have assigned all students to a school class, click OK.

Tip 1: Select several students simultaneously holding the Ctrl-button (the CMD-button for apple-users) while clicking several students’ names. When you release the Crtl-button and click Into Class >, you will link several students at the same time.

Tip 2: If you hold the Shift-button while clicking a student and then clicking another student further down the list, you will also select all the other students in between. When you release the Shift-button and click Into Class >, you will link all of these students simultaneously.

6. Adding new users

In the new school year new users might enter your school. Below, you will learn how to add teachers and students and alter data.

6.a. Adding new teachers

  • Click Administration in the menu.
  • A dropdown menu will now appear.
  • Choose New Teacher from the dropdown menu.
  • You will now see the New Teacher screen.
  • Enter all the requested information
  • Choose a username and password for the teacher*.
  • After entering the information click OK.
  • Teachers will receive an email with their username and password, as well as a link to the loginpage.
  • Repeat these steps to add more teachers.

*For security reasons we would advise you not to choose an obvious password, such as your name. Using a combination of letters and numbers is recommended.

6.b Adding students to the application

You can either enter students individually, or enter a group of students at the same time. This may come in handy if you, for example, are going to enter a new grade.
You can add students to the product(s) one at a time or simultaneously. During this process you can also assign students to their schoolclass.

Adding several students at the same time

  • Go to Administration – New Players.
  • You will now see the New Players screen.
  • At the top of the screen you can indicate how you would like to enter the students’ names. Choose the entry method that suits your school administration best.
  • In the School Class dropdown menu you can choose a school class to add the students to. If you leave this field empty, you can assign the entered students to a class later.
  • In the Grade dropdown menu, you can a grade to add the students to. If you choose a grade, the Grade column in the table overview at the bottom of the screen will disappear. If you leave this field empty, you can enter the added students from several year groups without assigning them to a year. You can indicate which grade the student belongs to in the Grade column.

Note: Use the codes from the Grade dropdown menu in the grade column. For grade 1 (age 5-6 years old), for example, you can enter a 1 and for the first year of secondary school (11-12 years old) enter a 7.

  • Using the Name Format dropdown menu, you can choose whether you want to enter the students’ first and last names in separate columns or both names (with a space in between) in the same column. If you choose to enter the first and last name together, you’ll get a column Full Name at the bottom of the screen.
  • Using the Gender Format dropdown menu , you can choose whether you want to enter the gender of the students with: m or f (Male/Female) or with : b or g (Boy/Girl)
  • Using the Date Of Birth Format dropdown menu, you can choose how you want to enter the date of birth.
  • Once you have completed the top part of the page, you are able to add the students. You can copy-paste each column from your spreadsheet software (e.g. Excel) into these fields. Make sure that each column has the same number of rows.
  • Once all data are entered click OK.
  • Assign the students to the correct class with the School Class dropdown menu if you have not done so already.

Add an individual student
Go to Administration – New Player.
You will now see the New Player screen.

  • A new student is automatically assigned to all the products you’re subscribed to. You can adjust this by clicking on the products you wish to assign this student to. Until you have specified the product(s) for the student, he or she cannot log in and play.
  • Choose which class the student is in from the School Class dropdown menu.
  • Choose which grade the student is in from the Grade dropdown menu.
  • Choose the student’s gender from the Gender dropdown menu.
  • Enter the student’s First Name.
  • Enter the student’s Last Name.

Note: Do not use punctuation marks as this causes problems logging in.For example:
– Léon enter Leon
– d’Amie enter d Amie

  • Choose the student’s correct date of birth from the Date of Birth dropdown menu.
  • Click OK.
  • You can repeat these steps to add an individual student when you wish.

7. Checking your data

The final step is checking the entered information to verify that you haven’t forgotten anybody, and that all students have been linked to the correct school class and product.

  • Go to Administration – Users.
  • You will now see an overview of the users of your school or organization.
  • Users include: players, teachers or administrators
  • You can find the different kinds of users via the tabs at the top of the page.
  • In the tables you will find the entered players, teachers and administrators. In the last column you can choose your actions.
  • Go to Administration – School Classes
  • You will now see the School Classes screen.
  • Here, you will see an overview of all the school classes you have entered.
  • In the Actions column you can choose to View.
  • You will now see the School Class screen, like in the image below.
  • Here you see an overview of which teacher and which students are linked to the selected class.
  • Via the Assign Teachers button and the Assign Players button, you can enter any changes, if desired.

8. Problems?

If you have any problems setting up your administration for the new school year, please email us at admin@mathsgarden.com.

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