This article describes the rostering process for international schools and after school programs who are not HMH Ed users, the user roles available, username requirements, the file specifications for the Roster Template, and the timeline.

Note: If your school or district is in the U.S. and purchased Amira through Houghton Mifflin Harcourt, you do not need to follow the roster process below. See this article: How do I roster in HMH Ed? (Admin) instead.

Roster Process & Template

Amira uses spreadsheets to collect roster information. The Roster Template is provided to get you started. The template should be downloaded, edited, saved as a CSV file per school, and returned to support@amiralearning.com or via SFTP.

View this video for additional information and to see the step-by-step process:

  • *To send rosters to sftp.amiralearning.com, email your public key to support@amiralearning.com and secure access will be set up.

Roles

There are three roles which can be created to access Amira. Each role is listed as a tab in the Roster Template.

  • Staff - This is the most common role assigned to classroom teachers, principals, special educators, coaches, and district leaders. A user with a staff role can see the Amira Reports (as shown in the image below). A user with this role can see one school at a time (there is no district option). Users with the Staff role can be set up with one login (using their email) for the class(es) they have access or with multiple logins (modified email with a school abbreviation added) for multiple schools. Watch this video for a quick look at what a Staff (Teacher) role can access in Amira.

  • Students - This is the role given to all students. Students can only be rostered to one class.

Amira Username Requirement

Amira is a multi-tenant product, which means that all users go to a single URL (www.amiratutor.com) to access the product. This requires usernames to be unique across all Amira users worldwide. The best method to ensure uniqueness is to use an email address as the username. Emails (which serve as the usernames) are required in the Staff and System Admin files.

Amira recognizes that younger students may require an easier solution, so if an email address is not preferable, we will add a 2-3 character prefix to the beginning of school-provided usernames in order to ensure that usernames are unique across Amira’s user base.

File Specifications

The Roster Template lists the data requirements for each column. The file specifications are summarized below:

System Admin File (one per district)

  • 6 column CSV file - First Name, Last Name, Email, Password, District / School, School Name

Staff File (one per school)

  • 5 column CSV file - First Name, Last Name, Email, Password, Class Name

Student File (one per school)

  • 6 column CSV file - First Name, Last Name, Username, Password, Class Name, Grade Name

Data Requirements

  • Email serves as the username for Staff and System Admin. A user listed in the Staff file(s) can have a modified email (username) to keep it unique. For example, if Principal Wright needs both a Staff and System Admin role, the Staff username would be pwright@myschool.k12.edu and System Admin username could be pwrightADMIN@myschool.k12.edu. Emails (usernames) are case sensitive.

  • Passwords are case sensitive and must be at least 6 characters. The same password can be used for all students or staff.

  • Usernames are case sensitive - For students, we highly recommend short usernames (we will add a three character prefix) and lowercase letters. If you would like to specify the three character prefix, please let us know and we will try to accommodate your request.

  • Class Names must match across the Staff and Student files per school

  • Grade Names must match the text values: Kindergarten, First Grade, Second Grade, Third Grade, Fourth Grade, Fifth Grade

Note - Class rosters are limited to 40 students. If an educator’s class exceeds 40 students, split students across multiple classes by using a logical division that makes sense for your school.

  • Example – Thomas AM-1 and Thomas AM-2.

Plan Ahead

Initial rostering and roster updates usually take 7 days to process, so please plan accordingly. We recommend you submit roster files to us at least 2-3 weeks ahead of your planned training date. This allows processing time to assist you with correcting the files as well as time to test logins and device readiness.

Next Steps

While rosters are processed, IT and Curriculum teams can prepare using the Amira Readiness Checklist.


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