Manual Rollover Process

Are you a school that needs to update its staff and student rosters manually?

Here is an overview of steps for consideration.

Annual Roster Rollover

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Please note that this information is only for those schools who DO NOT synchronize WeCollab with their Student Information System. Roster updates take place automatically within 24 hours of changes in the Student Information System when synchronized with WeCollab.

 

Update Staff Rosters

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To access the staff roster information, click the Add/Edit button on the Landing Page. (If you do not have this button, you do not have the appropriate permissions to engage in the annual roster rollover).

• Verify the Current School Administrator

Every school in WeCollab must have a current School Administrator determined that cannot be changed or deleted by any other users with Admin permissions. The current School Administrator can only be changed by District Support Liaison or WeCollab Support. Click on the Support link to request any changes.

• Delete Departed Staff

Click on the Staff bar to view a list of current staff. To delete a staff member no longer at the school, click on the hyperlinked staff name and select “Delete” at the bottom of the staff update screen. A confirmation request will pop up to confirm the deletion.

• Add New Staff

There are two ways to accomplish this task. 

• Add New Staff Button - consider this option when adding a small number of staff to the system.
• Upload Multiple Staff - this option is recommended when there are a large number of new staff to be added.

For more on these options, search the WeCollab Support Site for "Add New Staff".

• Update Staff Permissions

To make any changes to existing user permissions, click on the staff name and make the necessary changes to the permission levels. User permissions can be adjusted at any time in the system by any user with Admin permissions.

Update Student Rosters

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• Export Students to Receiving Schools

Students who have left the school to attend another school utilizing WeCollab can be exported to the receiving school, with all their profile information remaining intact for the receiving school.

For more information on this process, search the WeCollab Support Site for "Export Students".

• Receive Exported Students from Other Schools

School Admin at a receiving school will be notified of exported students by an alert in their User Profile on the dashboard. Clicking on the Exclamation Icon will ask if the Admin wish to resolve the exported students now or later.

For more information on this process, search the WeCollab Support Site for "Receive Exported Students".

• Archive Students

It is important to consider archiving a student record if

• substantial information is included in the student profile
• the user is not yet aware of where the student has transferred or if the student may be returning.

Consider deleting the student record, if the profile does not contain much information. For students who transfer to schools not utilizing WeCollab, consider printing student reports to share the profile information prior to deletion.

For more information on this process, search the WeCollab Support Site for "Archive Students".

• Graduate Students

Graduating students should only be used for students leaving grade 12; in all other cases, consider archiving the student.  The process for graduating students is parallel to archiving students.

For more information on this process, search the WeCollab Support Site for "Graduate Students".

• Return Archived/Graduated Students to the School

Archived and Graduated students can be added back to the school by accessing the archived/graduated student lists (at the beginning of this article), selecting the student(s) and clicking the “Add to School” button.

For more information on this process, search the WeCollab Support Site for "Archived/Graduated Students".

• Rollover Students into the New Year

Start with the highest grade in your school, ensuring all students are archived, graduated, or deleted.  Then proceed with the next highest grade to roll them into the highest grade.

Under the Add/Edit Student bar, click on the Edit Grade/Teacher button for easy rollover into new grades with new assigned teachers.

For more information on this process, search the WeCollab Support Site for "Edit Grade/Teacher".

• Add New Students

There are two ways to accomplish this task. 

• Add New Student Button - consider this option when adding a small number of staff to the system.
• Upload Multiple Students - this option is recommended when there are a large number of new staff to be added.

For more on these options, search the WeCollab Support Site for "Add New Students".

Verify the Student Roster

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From the Students menu, under the Student Search bar, download the .csv file.

This will provide a spreadsheet that can be organized in way that is needed for comparison to a spreadsheet generated from the school's Student Information System to identify inconsistencies.

Update Team Boards

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Team Boards need to be updated annually and as needed when students transfer in/out, as the students on the Team Board were gathered and placed there at a particular point in time. If Team Boards are not updated, a user may find themselves looking a Grade 3 Board now filled with Grade 4 students (last year's Grade 3 students!).

For more on this process, search the WeCollab Support Site for "Edit Team Boards".

Please know that we are here to help you with your rollover. Reach out to support@jigsawcollaborativesolutions.ca with any requests you might have!