Updating your eClass class rosters (after the Administration/Office makes a change)

 

Since Academy staff members have portable laptops, which are not always in school, connected to the network, automatic updates of eClass rosters are not possible. Rosters must be updated manually if/when any administrative changes have occurred.

 

Executive Summary:

To update your eClass class rosters, you need to replace the old rosters that exist on your laptop with the newly updated roster files from the eClass Server. Re-Import each roster in to each class, and you’ll have the latest student lists at hand. Detailed Directions appear below.

 

More Details - Your eClass Data Files:

There are two folders in the eClass world with the same name containing teacher's eClass goodies:

• One of these folders lives on the server, which our eClass administrator (Fred Swain) has access to at all times, for editing, and updates.

• The other one of these folders (of the same name) lives on the individual teachers laptops, and also contains the very important teacher created files called eClass Class Files (that need to be kept backed up and safe throughout the year). Roster files (example: "2.RST" "35.RST" etc.) exist in both locations, and need to be updated as class changes are made by administration.

EClass Rosters Example:

·       The SampleSchool of Monmouth County has a folder on their eClass Server folder named widmer containing eClass goodies. The teacher’s laptop also contains a folder named widmer.

 

·       The teacher’s laptop folder named widmer contains class rosters as of two weeks ago, and also contains Mr. Widmer’s personally created class files, with his scores input.

 

·       As of 3:55pm on 9-17-03 the administration has made a change to this teacher’s class rosters ON THE SERVER ONLY.

 

·       Since an update to the eClass roster files was just made, the server folder named widmer now contains newer class rosters than the ones that exist on this teacher’s laptop.

 

·       A manual update of the rosters needs to occur since the laptop version of the class’s rosters does not reflect the current student list (on the server).

 

·       The teacher needs to visit the Teachers eClass Folder on the SERVER to obtain the very latest copes of the class roster files and place them on their LAPTOP via the directions below:

 

Manually updating your eClass rosters:

1. Connect to the eClass server at your school. Open the shared volume "Teachers eClass Folder"

 

2. OPEN the appropriate named folder that exists on the server. DO NOT copy over the entire folder, since you may overwrite important files…just open your named folder on the server.

 

3. Locate and drag all of your numbered roster files [number.RST] (example: "2.RST" "35.RST" etc.) to the desktop of your laptop.

 

4. Close all windows, and disconnect from the eClass file server.

 

5. Locate the named folder on your laptop where all your eClass stuff is stored, and OPEN this folder to verify existence of OLD roster files.

 

6. Drag the new roster files from your desktop inside here to REPLACE the existing/old roster files.

 

7. Open each of your eClass "class" files, head to the file menu, and select IMPORT ROSTER.

 

8. Close this current class, saving changes if prompted, and repeat step #7 until you have imported the updated rosters for all of your class files.

 

9. That's it...now the laptop’s eClass classes contain the same updated rosters that exist on the server!

 

Principals/Guidance Counselors:

Notify Fred Swain whenever a teacher's class roster is changed in MacSchool, as this will require:

1. Fred to refresh the teacher's roster files on the eClass server area.

2. The teacher needs to visit the server, and follow the steps above to obtain the very latest versions of their class rosters on their computers.

 

Keep in mind that interims data entry occurs a few times each year, and the MacSchool rosters will be used to generate the FileMaker Pro database structure. Result: class rosters will not be changed once the Interim database for that marking period has been created. The next modification window occurs after the Interims are processed.

 

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Created: 9/19/03

Last Modified: 9/19/03 11:15am