How to Upload Teachers and Create Teacher Accounts Using the Teacher Template?

The following process should be used by communities (e.g., school districts) who have a centralized data management system and/or who have identified personnel who will manage the entire community’s data upload. If your community is not planning to centralize your data management, please consult the How to Create a Teacher account how-to guide.

Prerequisites

You must be logged into CLI Engage and have an administrative level account
In the Administrative Tools section of CLI Engage, you must see Class & Student Management. If you do not see this option, then submit a help ticket
You must have the teacher’s name, email address, and school name

 Instructions

Finding CLI Engage IDs

  1. The Data Management Tools on CLI Engage require the use of CLI Engage IDs to prevent the erroneous modification or duplication of records. The bulk upload Teacher template uses the Community/District CLI Engage ID and the School Engage ID. There are two ways to find these numbers: 1) consult the Community/District and School pages or 2) export your Community/District and School information.

  2. From the dashboard, click on the “Class & Student Management” button under the teal ADMINISTRATIVE TOOLS banner.

  3. Locate the Community Management and School Management tabs on the left.

  4. First, click on the Community Management button to locate your Community ID in CLI Engage.

  5. Enter your Community.

  6. Click Search.

  7. Next to your Community/District name, click the green “View” button.

  8. On this page, CLI Engage ID numbers are found in the upper right corner. Community/District Engage ID numbers start with the letters “EDS”, i.e. EDS1400238

  9. Complete the same steps under the School Management button to locate the CLI Engage ID for your school(s) in CLI Engage. School CLI Engage ID numbers start with the letters “EDD”, i.e. EDD1400002

Option 2: Exporting Community/District and School Information

  1. From the dashboard, click on the “Class and Student Management” button under the teal ADMINISTRATIVE TOOLS banner.

  2. Click the “Export” button on the left.

  3. Enter your Community/District.

  4. Select the following options:

a. Community Engage ID

b. Community Name

c. School Engage ID

d. School Name

  1. Scroll down and click “Submit.”

  2. A pop up down will appear and ask 'Do you want to save your choices as a template?, click No.

  3. Look for an email from CLI Engage.

  4. Click the button to “Download

  5. You will be taken to a secured page on CLI Engage to download your export file.

  6. Click the file to open.

Creating Your Data File

The Data Management Teacher Tool on CLI Engage uses a File Template to create Teachers for one or more schools at the same time from the same Community or District.

The template is an Excel file that has to have some specific column headings and must stay in the exact order.

As some data fields require information to be entered in a very specific format, Engage IDs, phone numbers, etc., this process is designed for users with advanced computer and Excel skills.

Important Considerations

You will see that some columns and fields are optional; however, even if not used, these columns and fields must stay in the file in the exact same position otherwise CLI Engage will not process the file.

  1. DO NOT DELETE any optional column that is not used.

  2. DO NOT CHANGE the order of any columns.

The names of all Texas schools were uploaded to our database from different sources, such as TEA and DFPS. You can consult the way your schools are named in CLI Engage and the CLI Engage ID assigned by the system. The school name and CLI Engage ID number must match with our database to prevent the duplication of records. For example, CLI Engage will not recognize that Bush Elementary is the same as G. Bush EL.

In compliance with HIPAA and FERPA data protection, no rosters or student information should be sent via email.

Understanding the Template

  1. Download the Teacher Template and review the Instructions tab for information about the columns headings and properties.

 

Teacher Upload

  1. Before following the steps in this document, first create your file following the instructions (steps 3 and 4 of this guide).

  2. Name your upload file [CommunityName]_[YourInitials]_DDMMYY.

  3. From the dashboard, click on the “Class and Student Management” button under the teal ADMINISTRATIVE TOOLS banner.

  4. Click the Data Management tab.

  5. On the next screen, click the “Teacher” button.

  6. On the next screen, choose your completed teacher template to upload information into CLI Engage. For “Send Invitation,” check the “Send” option to automatically send registration/login email invitations to new users.

  7. When ready, clickSubmit.”

  8. Click Yes on the box that pops up asking ‘Are you sure you want to process the data?’.

  9. Your data will be uploaded to CLI Engage once the Status changes from Processing to Processed in the list. Check the User Management tab, Teacher button in the Administrative section of CLI Engage to ensure your data has uploaded correctly.

If you need further assistance, please submit a help ticket.

https://cliengage.atlassian.net/l/cp/9zM8kL50