MarvellousMe-New-Year-Data-Refresh-INSTRUCTIONS

You can easily upload your new year data file, or send it to us to do it for you.. Tip: View your school data file in the Data Export section If you have changed any teacher’s email add

New School Year Update Instructions and Checklist

To get everything updated for the new school year is easy and should take you about 15 minutes

You can easily upload your new year data file, or send it to us to do it for you

• Updating your data will override the current year, so please do it when you are ready for new setup

to be active

• When preparing your new school year data file, you must include the whole school data (i.e every

staff member, child and class that you want to be active in MarvellousMe, not just new children,

classes or staff

See the section below ‘What happens when you/we upload the new data’ for more information

Please prepare your data carefully following the instructions overleaf, and tick through the checklist on the last page to ensure you’ve sorted every!

You can see a video guide, and find other helpful tools and resources at www.marvellousme.com/schoolbag

Please check before you download your data file template

1 Are your teachers’ emails correct? (Tip: View your school data file in the Data Export section)

If you have changed any teacher’s email address (or plan to), please ensure you have updated it in the

MarvellousMe School Admin portal before downloading your data file template

You do this in the Teachers and Pupils section, by searching for the teacher, tapping ‘Edit’, and then making

the change Remember to tap ‘Save’

If you upload data with a different email address for an existing teacher, the system assumes they are a new member of staff This means that they will be given a new password, and any previous history will be lost

2 Does any child have a temporary / fake UPN? (Tip: View your school data file in the Data Export section)

If you added any children to MarvellousMe with a made up or temporary UPN, please ensure that you have

updated it to the correct UPN in the MarvellousMe School Admin portal before uploading the new data You do this in the Teachers and Pupils section, by searching for the child, tapping ‘Edit’, and then making the

change Remember to tap ‘Save’

If you upload data with a different UPN for an existing child, the system assumes they are a new starter This means their parent will need to join up again with a new join code, and any previous history will be lost

Data preparation

1 In the School Admin portal, go to Bulk Data, and scroll to the New School Year Refresh section

2 Download your new school year Data File This is a basic CSV file (like Excel), pre-populated with the

names and emails of the staff already set up in MarvellousMe The other columns ask for similar details that you provided when you first joined up to MarvellousMe

Completing your new school year data file

Please read these instructions carefully

1 Staff (Columns A and B) (This is all the staff you want to be active in MarvellousMe)

1 Delete staff who have left the school

2 Add new staff and their email address Enter their name as the children know them by

2 Children (Columns C, D, E,) (This is all the children you want to be active in MarvellousMe)

1 Add the children’s data This is available in your school’s admin system’s reporting

facility You will need to run a report for the whole school with these filters / data columns, in this order:

1 First name and last name

If your MIS gives the names in a different format, please use our name configuration tool, found at www.marvellousme.com/schoolbag, to reformat them correctly for MarvellousMe There’s also a video guide for this

2 UPN - We cannot add children who do not have a UPN

3 Reg Group

4 Sort your report by Reg Group, either in the MIS option, or in the output file

Then output the report from your MIS to Excel and then copy and paste it neatly into

your new school year Data File Remember to save your completed file, keeping it as a

.csv file type

3 Main Reg Group Teacher (Column E)

1 Copy the email address of the main Reg group teacher, in column B, and paste it into column F next to the names of the children in that class

1 Be very careful to input the correct main Reg group teacher email next to the

correct children Errors in column F could lead to children being put in the wrong

class, or not in a class at all

2 You can assign other teachers to the same group after the data upload, in the

Teachers and Pupil section of the admin portal (If there are two teachers who class

share, use the email of one of them, and assign the other teacher post upload.)

4 Please check your completed Data File carefully It should look exactly like the above, with no empty rows or cells within your core data Simple checks to mitigate mistakes are:

o Have you listed all the staff you want to use MarvellousMe?

o Have you added the children’s preferred first and last name together in column E, i.e not split them in to two columns?

o Have all the children got a UPN?

o Are the children and Reg Groups sorted by Reg Group?

o Have you added the correct email for just the main teacher next to each child in their Reg Group?

o Have you kept the column headers unchanged?

o Does the sheet look neat, without empty rows and cells within the data columns?

o Have you saved the completed file as csv?

5 You can now upload your data by tapping the green ‘Upload’ button in Bulk Data, and selecting your saved new school year Data File Be sure to upload it in the green New School Year Refresh section

(not the grey Mid-Year Changes section)

Alternatively, complete steps 1-4 above and send us your new school year Data File for us to upload

for you

We recommend that you send the prepared data file to us, for our processing, via Egress Switch, which is the secure file transfer system used by many schools Please send the data file

to: adrian@marvellousme.com We will confirm receipt

If you would prefer to use a different secure file transfer method, please let us know, or if you would like to password protect the sheet and email it to us, please send us the password in a separate email,

or call us with it

What happens when you/we upload the new data

• During the data upload, you may see some progress emails The data processing happens in the background, so these are prompts to let you know when you can check and complete the update

• MarvellousMe will generate first-time passwords for any new teachers added to the system and you will receive these by email to distribute accordingly

• Any new children included in your data sheet will be added to your MarvellousMe and a parent join code letter created for them Children who are no longer at your school will be removed

o The upload will not have added children without a UPN, so you'll need to add them when it’s available You do this in the ‘Teachers and Pupils’ section of the admin portal,

or by pasting a csv file to add multiple children to a group, in ‘Group Management’

• As the parent join codes are based around the children’s unique pupil numbers (UPNs), parents who are already enjoying MarvellousMe will not need to sign up again They will simply see updates from their child’s new teacher

• Teachers will be able to log in with their existing usernames (emails) and passwords The main registration group teachers will see their groups set up for them by default

If we have uploaded your data for you, we will send you a confirmation email that it’s all done

Finally, there just a few follow-on actions for you, no different to your normal upkeep and administration

of MarvellousMe

What do you need to do after the data update

Mandatory tasks

2 Tap ‘Edit’ next to each teacher’s name

3 Tap the ‘Groups’ tab

4 Tick the Groups that you want them to be able to use MarvellousMe with Remember

that anyone with ‘All class’ access can message all parents, so please be vigilant with

this ‘All class’ access is normally a privilege for SLT, SENCO, specialists or the office

3 Print the parent join code letters for all parents who have not joined up to MarvellousMe,

including of course the new starters To do this:

1 Go to Parent Codes and Invites

2 Tap ‘Parents Still to Join’ in the first filter, or send the letter to everyone, to also remind existing users about MarvellousMe.*

3 Choose one Group at a time in the third filter

4 Print the letters, one Group at a time

5 Give the letters to teachers Remind them to give them to the right children

Please remember to print reminder letters as often as you can, until you feel that you have your maximum

number of the parents joined up As a benchmark, most schools see more than 85% of parents engaged

* We’ve updated the parent letter to remind existing users to check they have installed the latest

MarvellousMe Parent app and are logged in, so you can send the same letter to everyone again if you wish

To print reminder letters, just follow the steps above

Optional tasks

Adding priority School Badges

You can add priority badges to your teachers’ MarvellousMe app, to focus praise and celebration on the rewards, values and achievements that matter most to your school, and to ignite home reinforcement

Please tap School Badges in the admin portal Here you can create and edit your own badges, including adding

custom designs Plus, there’s a link to your School Badge Scorecard, showing you which children, classes and Houses have been awarded the priority badges, and how many

Adding priority School Activities

You can add priority learning activities to your teachers’ MarvellousMe app, to focus parent communication on the learning subjects that matter most to your school, and to ignite greater home support

Tap School Activities in the admin portal Here you can create and edit your priority learning areas Plus,

there’s a link to your School Activity Scorecard, showing how often teachers have shared relevant news home

Adding Quick Links to your parent’s MarvellousMe app

Tap Quick Links in the admin portal to add web links to your parent’s MarvellousMe app, such as to your

homepage, term dates, learning resources, surveys, payment gateway, holiday clubs, or other useful links Parents will just tap an icon in their app to visit your chosen page

Tap Group Management in the admin portal, and follow the guides Here you can also manage which teachers

and children are part of each group, and easily swap people between groups whenever you want

Adding Year names, for reporting

In Group Management, you will see that the groups uploaded have a Year Name of ‘TBD’

If you want to see MarvellousMe statistics (in the Insights section) by Year, please edit the Year Name for each

class by tapping ‘Edit’ next to each group Choose the Year, or ‘Mixed’, and tap ‘Save’

MarvellousMe New Year Checklist.

o Add children who were missing their UPN in your data file, when it’s available Do this in the

‘Teachers and Pupils’ section of the admin portal, or by pasting a csv file to add multiple

children to a group, in ‘Group Management’

o Assign all teachers, TAs, SLT etc to their relevant groups or ‘All classes’

o Hand out the login passwords to any new teachers, and send them our walkthrough guide, which you can find in the Teachers section at www.marvellousme.com/schoolbag

o Print the parent join code letters for all parents, or just those who have not joined yet

o Check your School Badges and School Activities are current for the New Year and make any changes Be sure to tap the ‘Save’ button after each change

o Check the ‘Quick Links’ are correct, especially if you have updated your website

o Add custom groups and filters as needed

o Edit the ‘Year’ names if you wish to report by ‘Year’ Do this in ‘Group Management’

o Make sure that you have listed the staff to receive the automated weekly performance email, in the Insights and Impact section This is normally the SLT and lead teachers, and it makes

successful whole school parent engagement self-regulating