Other 2-File Roster Provisioning (legacy customers)

Rostering is a service for transferring school information in a secure manner from a school’s database to the ST Math application. This document explains how to set up the files to transfer information to ST Math using the 2-file process. In order to roster provision in ST Math, a district employee with direct access to your SIS data and an understanding of the data schema is required.

Rostering Requirements:

• Name and contact information for District Database Administrator(s), responsible for preparing and uploading roster files. If the district DBA changes, inform MIND.
• Student Information System (SIS) managed by district DBA, with ability to export and format required information for roster file uploads. Export may need to be pared down to reflect licensing purchased.
• District DBA will maintain ongoing roster uploads to reflect current information in the SIS.
• District DBA must have the ability to automate SIS extracts and roster file uploads to the sftp site. At a minimum, new files must be submitted when there are SIS changes. Files should be uploaded as frequently as possible, but no more often than once daily.

• Roster files may contain a full set or a partial set of data. Any data marked as “remove” on the roster files will be removed from ST Math. "Remove" is the only way to remove students from a class.

• Roster files must be uploaded to the “Home” folder on the sftp site and maintain required file names.

• All required fields must be included in all roster file uploads, as stated in the roster provisioning instructions.

• Any errors reported in the automated roster file notification emails must be addressed and corrected by the district DBA.

 

Download the templates here: 2file_rostering.zip

 

General SFTP Setup

The Rostering SFTP Server is located at:

https://sftp.stmath.com

Need help connecting?

https://hostedftp.com/help/

Username and password for the SFTP Server are unique to each account. You can retrieve your credentials from your ST Math account representative or by going to the login screen above and click on Forgot your password? Click here.

Once logged in, click on "Setup" to change your password and add a recovery email address.

Files should be uploaded to your account’s home directory (username/home) as frequently as possible, but no more often than daily. Rostering processes files nightly and will append a date to the file name once the file is processed. These files will only be kept for 30 days on the Rostering SFTP server.

 

Automated CSV Process Overview

Welcome to the ST Math roster provisioning process. This process is an alternative to our standard real-time roster creation process, and allows districts to create and manage staff and student accounts in ST Math.

Please review all steps and documentation to ensure a smooth provisioning.

1. Database administrator schedules meeting to discuss options for student account creation and management.

2. MIND provides templates for the students.csv and admins.csv files, school llDs and instructions to begin uploading files to our SFTP.

3. MIND assigns an SFTP account for the district to use for uploading students.csv and admins.csv files.

4. District determines frequency of roster provisioning and login type. See corresponding sections of this page for more information.

5. District filters roster to include only class assignments for ST Math, and students should only appear under the teacher monitoring ST Math usage.

6. District uploads, rosters, and processing are scheduled with each district to run sometime between 3 pm and 3 am PT. Work with your Implementation Project Manager to select a time for uploads. A status message is emailed to designated database administrator.

It is the district’s responsibility to notify teachers/students of assigned student usernames/passwords.

Data Quality

The customer is responsible for providing accurate data to provision ST Math accounts.

Provisioning Rules

Student Account Management

• Provided template must be used.

• Student IDs should be unique and remain exactly the same throughout the student’s usage of ST Math. If this information needs to be changed, please contact us (support@mindresearch.org) with the changes needed.

• School student IDs must be unique across the district.

Teacher assignments:

• Students are assigned to teacher listed on roster file.

Student Accounts:

• Roster file will be reflected in the Teacher Console.
• If listed twice, a student will be provisioned in both classes.

 

Staff Account Management

ST Math staff accounts are created in two ways.

1. Teachers listed on the students.csv file will have accounts automatically generated. 
2. The admins.csv file is used to create accounts for staff without students and staff needing administrative access to ST Math.

Roster Update Procedure

1. Prepare students.csv file*
   1. Filter SIS data to include students in grade levels/classes implementing ST Math
   2. Filter to include only the teacher of ST Math course(s). Students will be assigned to only one teacher
   3. To remove any student(s) from a class, specify ‘action’ as ‘remove’ for students to be removed and submit roster.
   4. The roster must be in the students.csv template format and named "students.csv", keeping exact column headers found in the template
   5. The roster can be complete or partial.

*See APPENDIX A for detailed description of students.csv requirements

2. Prepare admins.csv (any teacher on the students.csv file will be created automatically through that process)*
1. Filter to include only staff members that need access to ST Math for use with students or for reporting purposes.
2. Can be used to create admin staff (e.g. principals, lab techs, district admins, etc.) not in the students.csv file.
3. Can be used to create teacher accounts for training purposes prior to student roster submission.
4. Roster must be in admins.csv template format and named "admins.csv", keeping exact column headers found in template.

*See APPENDIX B for detailed description of admins.csv requirements

3. Upload students.csv and admins.csv to SFTP site
4. Steps for enabling first time processing of your roster files
1. Notify MIND when first file is uploaded
2. Visual review is performed and required corrections requested
3. Roster is provisioned and reviewed on test environment
4. Upon mutual approval of results, automation is set to run between 3 and 10 pm PST
5. When Files are processed, a time stamp is appended to file name. If errors are found, process is stopped and email is sent to database administrator with error messages.
6. Field validation is performed, roster is stored and ST Math database is updated
5. Ongoing Notification
1. When CSV files are processed, the database administrator will receive an email notification.
2. Check status, make corrections and re-submit as necessary.

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Teacher

Frequency of Updates

Daily roster provisioning allows users to maintain accurate account information in ST Math, transfer and add students using CSV file updates. Files are checked between 3 pm and 3 am PST. Identified files are processed at that time.

Login Types

Users can set student accounts to text-to-visual (indicated by "visual" on the students.csv) or text-only passwords (indicated by "text" on the students.csv). While visual is recommended, text is the default.

• Text-to-visual method uses text login to identify student and train on visual (picture) password, used going forward. If text login is used after first login, student is directed to password retraining.
• Text-only method does not require visual password training

 

Visual (Text-to-visual)

Summary

• Text-to-visual is the recommended method for student accounts in ST Math. Students learn a visual password (a series of pictures) that is unique to them forever and can be used on any computer to access ST Math.

Text to picture password (referred to as visual)

PROS	CONS
Students use text login to learn/re-learn visual password.	Students spend 20-25 minutes learning visual password. Early education learners may need more than one to learn visual password.
Visual password enables ST Math accessibility for all students.
Visual password provides a warm-up for students to begin using spatial-temporal reasoning.

 

Text-only

Summary

• Text-only is only a text login, students never learn a picture password. They always click on the text login icon and type in both their username and text password.

PROS	CONS
Students can use district designated username and password every time they login to ST Math.	Student's won't learn picture passwords without a teacher's assistance.
Text logins can be used for SSO setups.

 

APPENDIX A - CSV File Format - students.csv

• File name must be "students.csv"(lower case) to be recognized.
• Order of columns must match provided template even if a column is optional. Please do not remove any columns.
• First row must contain column headers. Column headers must match provided template.
• All required fields must be present in every row. Otherwise, the row will be skipped.
• Student Usernames must be unique across the district
• School Student IDs must be unique across the district
• Field validation errors may result in rejection of the entire file.

Column Name	Type[min,max]	Required	Description	Example
iid	String[6,6]	YES	MIND assigned identifier	MIN75P
district_school_id	String[1,12]	No	Optional school identifier	28
school	String[4,50]	No	School name	MIND Elementary
district_teacher_id	String[3,100]	YES	Staff ID from SIS that will be submitted on CSV rosters	1534
teacher_email	String[6,255]	YES	Staff school email address	jsmith@lausd.us
teacher _last _name	String[2,100]	YES	Staff last name	Smith
teacher_first_name	String[1,100]	YES	Staff first name	John
grade	Enum	YES	Integer value for all grades, letter value for primary grades to kinder	P,T,K, or -2-12
period	lnteger[1,20]	No	Period = ST Math group Integer values only	3
curriculum	Enum	No	For Fluency Only classes, otherwise leave blank	addition or multiplication
student_id	String[4,100]	YES [key]	School student id that will be submitted on CSV	64927
student_last_name	String[2,100]	YES	Student’s last name	Doe
student_first_name	String[1,100]	YES	Student’s first name	Jane
student_username	String[4,100]	YES	Student username Must be unique across the district	J64972
student_password	String[3,31]	YES	Student password	41601
permanent_login	Enum	YES	Login type, see details	text or visual
birth_date	String[O,10]	No	Student DOB in dd/mm/yyyy format	04/15/2000
action	Enum	No	Empty: use normal rules, see below Remove: students will be deleted from roster	empty* or remove

*An empty action column: add or update a student unless modified through UI (the ST Math Teacher Console).

 

When an account has been modified through the ST Math Teacher Console:

• If teacher matches ST Math, process honors ST Math assignment
• If teacher is different than ST Math database, process honors csv assignment

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APPENDIX B - CSV File Format - admins.csv

• This file is optional and normally used to create admin accounts. Accounts for teachers listed on the students.csv will be created through that process.
• File name must be "admins.csv" (lower case) to be recognized.
• Order of columns must match provided template even if a column is optional. Please do not remove any columns.
• First row must contain column headers. Column headers must match provided template.
• All required fields must be present in every row. Otherwise, the row will be skipped.
• Teacher Usernames will be assigned and unique across the system.
• Username format: [first 3 letters of llD][first initial][last name][digit appended as needed to maintain unique username]
• District teacher IDs must be unique across the district.
• Field validation errors may result in rejection of the entire file.

Column Name	Type[min,max]	Required	Description	Example
iid	String[6,6]	YES	MIND assigned identifier	MIN75P
district_school_id	String[1,12]	No	Optional school identifier	28
school	String[4,50]	No	School name	MIND Elementary
district_teacher_id	String[3,100]	YES	Staff ID from SIS that will be submitted on CSV rosters	1534
email	String[6,255]	YES	Staff school email address	jsmith@lausd.us
last _name	String[2,100]	YES	Staff last name	Smith
first_name	String[1,100]	YES	Staff first name	John
position	Enum	YES	Select position closest to the role user will hold in ST Math: teacher, lab_tech, principal, assistant_principal, math_coach, or program_coordinator	program_coordinator
access_level	Enum	YES	Access Level: select the appropriate access level: - class_level user will have access to their own class(es) and students - school_level user will have access to all classes/students at the school/class level	class_level

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APPENDIX C - Grade Mapping

 

Field Value (not case sensitive)	Rostering Value
-2	Prekindergarten
pk	Prekindergarten
Prek	Prekindergarten
Prekindergarten	Prekindergarten
-1	Transitional Kindergarten (TK)
tk	Transitional Kindergarten (TK)
Transitional Kindergarten	Transitional Kindergarten (TK)
0	Kindergarten
Kinder	Kindergarten
k	Kindergarten
Kindergarten	Kindergarten
1	Grade 1
2	Grade 2
3	Grade 3
4	Grade 4
5	Grade 5
6	Grade 6 Grade 6 Middle Supplemental (GR6MSS) configurable by the teacher to standard grade 6
7	Grade 7 Middle School Supplemental (GR7MSS)
8	Grade 8 Middle School Supplemental (GR8MSS)
9	High School Intervention (GRDHSI)
10	High School Intervention (GRDHSI)
11	High School Intervention (GRDHSI)
12	High School Intervention (GRDHSI)