Assessment for Admins

Chapter 3: Managing Teachers, Students & Classlists

Chalk Assessment will help your school shift from outdated evaluation to true real-time assessment strategies. Support learning growth for students with standards-based grading, online assessments and transparency with parents through student ePortfolios that capture both formative and summative assessments.

This learning guide will help familiarize you with the features of Chalk's Assessment solution for users with Administrator privileges. If you want to learn how to take advantage of this solution as a teacher, please see our Assessment for Teachers guide.

While this guide will cover many of the features available, please refer to our extensive support articles for specific questions or reach out to us at support@chalk.com or through our in-app Live Chat service (available Monday through Friday, 8am-4pm EST).

The following chapter of our learning guide will go over how to:

  • Sync data through CSV uploads
  • Create and upload CSVs to Chalk
  • Manage smaller updates to your school throughout the year

Now that we have a school year, terms and grading periods setup, it is time to setup users.

With the Assessment solution, inputting users is done through CSV uploading, so below are step-by-step guides for what you need to successfully add Teachers, Students, Classlists and Enrollment CSVs into the system.

Note: This video is also broken down section by section in the following CSV articles.

What is Data Syncing through CSV uploading?

This is for the Assessment Solution. You will not have this option if you are a free user.

Data syncing is how your school integrates your data into Chalk from your SIS to make onboarding easy. In order to save time, instead of manually inputting your data individually, you are able to sync your information at the frequency of your choice with four different CSV files: Teachers CSV, Student CSV, Classlist CSV and Enrollment CSV.

Why would you need Data Syncing? 

Data syncing through CSV uploading will help create teacher accounts, student accounts, create subjects and sections, and enroll students into classes .

For more information on how to do this, take a look at the following articles: 

Click here for a handy PDF checklist to ensure you've got all your data covered!

How do I create a Teacher CSV?

This is for the Assessment Solution. You will not have this option if you are a free user.

Note: you will need to include the word Teacher in the name of the CSV file when you upload it. We highly recommend uploading all four CSVs at once when you initially upload data into Chalk to ease the teacher experience. Click here for information on how to save your file as a CSV.

The Teacher CSV will create teacher accounts in your school. Once accounts are created, emails will go out to the teachers on the list to log into their new Chalk accounts.

In the Teacher CSV file there are four different fields:

  • Two of these fields are Required Fields which must be included in the Teacher CSV
  • Two of these fields are Optional Fields which you don't have to include

Required Fields:

  • TeacherID: This is a unique code or number to identify an individual teacher.
  • Email: This is the email account that will be attached to the teacher’s Chalk account. They will use it to log in, and receive all notifications to this email address.

Optional Fields:

If you don't want to use an optional field please make sure not to include the column header at all

  • FirstName: The teacher’s first name.
  • LastName: The teacher’s surname name.

Your Teacher CSV file should look similar to the image below:

Click here to download a Sample Teacher Template.

Visit these articles on how to create the other three CSVs for your school:

How do I create a Student CSV?

This is for the Assessment Solution. You will not have this option if you are a free user.

Note: you will need to include the word Students in the name of the CSV file when you upload it. We highly recommend uploading all four CSVs at once when you initially upload data into Chalk to ease the teacher experience. Click here for information on how to save your file as a CSV.

The Student CSV will create each of your students and add them to your school year. There are also additional fields you can include for students. The most notable are the Email and Guardian Email fields which are required in order to take advantage of the Student and Guardian access features in Chalk. Once these emails are added you will want to follow the instructions for inviting students and/or guardians to Chalk. Learn more about inviting students and/or guardians here.

In the Student CSV file there are nine different fields:

  • Three of these fields are Required Fields which must be included in the Student CSV
  • Six of these fields are Optional Fields which you don't have to include

Required Fields:

  • StudentID: A unique number or code to identify each individual student
  • FirstName: The student’s first name.
  • LastName: The student’s surname.

Optional Fields:

If you don't want to use an optional field please make sure not to include the column header at all

  • GradeLevel: This helps when generating Progress Reports for a school. Setting the Grade Level lets you generate a PDF for each Grade Level making it easier to physically distribute these reports. Learn more about progress reports here.
  • Email: The student’s school email address.  NOTE: This is required to set-up Chalk accounts for students.
  • GuardianEmail: Email address for each guardian to access their child's grades from their guardian accounts. There is no limit on the number of guardian accounts that can be connected. Simply add more columns with the 'GuardianEmail' header to include additional accounts connected to that student (Example: GuardianEmail1, GuardianEmail2, etc).  NOTE: This is required to set-up Chalk accounts for guardians.
  • isArchived: Set this to TRUE if you need to archive a student from the entire school. Leaving this blank or setting it to FALSE will not have any impact on that student. Archiving a student will hide their information from all student, guardian and teacher accounts. This applies to all classes the student is currently enrolled in. Archiving can be undone from the Admin panel. Learn more about Archiving here.
  • isDeleted: Set this to TRUE if you would like to delete a student from an entire school. Leaving this blank or setting it to FALSE will not have any impact on that student account. Deleting completely removes this student from all student, guardian and teacher accounts. Once a student is deleted this cannot be undone

We highly recommend using isArchived and not isDeleted for most circumstances to ensure you can recover information for a student if you ever need it in the future. 

Your Student CSV file should look similar to the image below:

Click here to download a Sample Student CSV.

Visit these articles on how to create the other three CSVs for your school:

How do I create a Classlist CSV?

This is for the Assessment Solution. You will not have this option if you are a free user.

Note: you will need to include the word Classlist in the name of the CSV file when you upload it. We highly recommend uploading all four CSVs at once when you initially upload data into Chalk to ease the teacher experience. Click here for information on how to save your file as a CSV.

The Classlist CSV will create the classes in your school year and assign teachers to them. There are also additional features such as Terms, Grading Scales and Reporting Classes you can add to each individual class. It is important to note that if you haven't uploaded the Teacher CSV first then the Classlist CSV will not work.

In the Classlist CSV file there are nine different fields:

  • Three of these fields are Required Fields which must be included in the Classlist CSV
  • Six of these fields are Optional Fields which you don't have to include

Required Fields:

  • ClassID: A unique number or code to identify each individual section that will be taught. This will only be displayed to administrators and teachers will not see this information.
  • ClassName: The name/title of each class as you want it to appear in your teachers' accounts. 
  • TeacherID: A unique number or code to identify each individual teacher. This will be the same TeacherID you assigned in your Teacher CSV.

Optional Fields:

If you don't want to use an optional field please make sure not to include the column header at all

  • SubjectID: In most cases you will not use this field. This field will group similar classes together so they are two Sections of the same Subject rather than two separate Subjects. This only applies when it's the same teacher teaching both classes (ex: Two different Grade 9 Math Classes taught by the same teacher). To use SubjectID you will want to put the same value across multiple rows to group those rows together. 
  • ReportingClass: This is a True or False value and helps when printing student reports as an administrator for the whole school. It works similarly to Grade Level which is found on the Student CSV. Instead of grouping by Grade Level you can group by Reporting Class which groups student reports by all classes that have a ‘True’ value here. True means that you do want a report printed, while False or leaving this blank means that it will not print reports. Learn more about progress reports here.
  • TermID: This is the ID that you gave your terms when setting them up for your Marking Periods. Learn more about where to find your TermID here. This is an optional column if you do not have Terms set up.
  • GradingScaleID: This field will let you assign a specific Grading Scale to a specific class. If this isn't set (i.e. you don't include this column in your CSV or leave the value blank for a given class) then the Grading Scale will automatically be set to the default Grading Scale for the school. Learn more about Grading Scales here. 
  • isArchived: Set this to TRUE if you need to archive a class from the entire school. Leaving this blank or setting it to FALSE will not have any impact on that class. Archiving a class will hide its information from all student, guardian and teacher accounts. This applies to all students enrolled in the class as well as the teacher managing the class. Archiving can be undone from the Admin panel. Learn more about Archiving here.
  • isDeleted: Set this to TRUE if you would like to delete a class from an entire school. Leaving this blank or setting it to FALSE will not have any impact on that class. Deleting completely removes this class from all student, guardian and teacher accounts. Once a class is deleted this cannot be undone

We highly recommend using isArchived and not isDeleted for most circumstances to ensure you can recover information for a class if you ever need it in the future. 

Your Classlist CSV file should look similar to the image below:

Click here to download a Sample Classlist CSV.

Visit these articles on how to create the other three CSVs for your school:

How do I create an Enrollment CSV?

This is for the Assessment Solution. You will not have this option if you are a free user.

Note: you will need to include the word Teacher in the name of the CSV file when you upload it. We highly recommend uploading all four CSVs at once when you initially upload data into Chalk to ease the teacher experience. Click here for information on how to save your file as a CSV.

The Enrollment CSV will add students you created in the Student CSV to classes you created in the Classlist CSV. It is important to note that if you haven't uploaded the Student CSV and Classlist CSV first then the Enrollment CSV will not work. Each row will add an individual student to an individual class.

In the Enrollment CSV file there are four different fields:

  • Two of these fields are Required Fields which must be included in the Enrollment CSV
  • Two of these fields are Optional Fields which you don't have to include

Required Fields:

  • ClassID: A unique number or code to identify each individual class that will be taught. This is the same ClassID you created in the Classlist CSV. 
  • StudentID: A unique number or code to identify each individual student. This will be the same StudentID you assigned in your Student CSV.

Optional Fields:

  • isArchived: Set this to TRUE if you need to archive a student from a specific class. Leaving this blank or setting it to FALSE will not have any impact on that student's enrollment. Archiving an enrollment will hide that student's information in that class from all student, guardian and teacher accounts. Archiving can be undone from the Admin panel. Learn more about Archiving here.
  • isDeleted: Set this to TRUE if you would like to delete a student from a specific class. Leaving this blank or setting it to FALSE will not have any impact on that student's enrollment. Deleting completely removes this student's information in that class from all student, guardian and teacher accounts. Once an enrollment is deleted this cannot be undone

We highly recommend using isArchived and not isDeleted for most circumstances to ensure you can recover information for a class if you ever need it in the future. 

Your Enrollment CSV file should look similar to the image below:

Click here to download a Sample Enrollment CSV.

Visit these articles on how to create the other three CSVs for your school:

How do I upload my CSVs?

This is for the Assessment Solution. You will not have this option if you are a free user.

Uploading your CSVs is the first essential step to setting up your school year. Read below to find out more on how to do this.

Step 1:

Click the Sync option in the Admin menu.

Step 2:

We always recommend uploading all 4 CSV files at the same time, through the ‘Import CSV’ button. Make sure your CSV files are properly titled to include their function. Therefore your Teacher information should have the word ‘Teacher’ in it, Student information should have the word ‘Student’ in it, Classlist CSV should have the word ‘Classlist’ in it, and Enrollment information has the word ‘Enrollment’ in it. A common naming convention is ‘Schoolname - Student’, ‘Schoolname - Teacher’, etc.

Step 3:

Import your CSV by selecting the ‘Import CSV’ button. You will then see a loading bar to let you know how far along the upload is. Once it is completed, the ‘Last Updated’ date will show today’s date and time.

For more information on CSV data-syncing, take a look at the following articles: 

Assessment is not available on mobile.

Assessment is not available on mobile.

Once you have mass uploaded your data through CSVs at the beginning of the year, you can make changes on a smaller scale through Chalk itself.

Take a look at the following articles for how to manually create a single classlist, how to enroll a student to a classlist and how to manage teachers within a classlist.

How do I manually create a classlist?

This is part of our Assessment Solution. You will not have this option if you are a free user.

Manually adding a Classlist is handy for when you only have to add one classlist to your semester. This article is a quick guide on how to do so. For large Classlist uploads through CSV, click here. 

Step 1:

Click on the Classlists tab.

Step 2:

Select the semester you want to add the classlist to using the semester dropdown.

Step 3:

Click on the Add Classlist button.

Step 4:

Fill in the details for your classlist.  Click on the Add Class List button when you’re done.

You now have a Classlist!

Assessment is not available on mobile.

Assessment is not available on mobile.

How do I manually create and enroll a student in a classlist?

This is part of our Assessment Solution. You will not have this option if you are a free user.

This article is a quick guide on how to create and enroll a student (or multiple students) in a classlist. This is ideal for small or minor changes to a single classlist. For mass enrollment through CSV, please click here

Creating a student

Before you can manually enroll a student into your classlist, you will need to create the student within your school or institution.

Step 1:

Select the Classlists tab within your school or institution.

Step 2:

You will automatically be taken to the Student Roster. Click Add New Student.

Step 3:

Fill in the student's information and click Add Student.

You can now enroll the student to your classlists!

Assessment is not available on mobile.

Assessment is not available on mobile.

Enrolling a student

Step 1:

Select the Classlists tab within your school or institution.

Step 2:

Select the Classlist that you would like to enroll the student too. You can do this by either the search function, or scrolling through the list.

Step 3:

Select the the Enroll Student button. 

Step 4: 

In the pop-up, search for the student you would like to enroll. While you can scroll through the list, there is also a handy search function here as well! When you have found the student. Select Enroll beside their name.

Note: You can enroll multiple students at the same time. 

Step 5: 

Click out of the pop-up. You will now see the student you've enrolled within the classlist!

Assessment is not available on mobile.

Assessment is not available on mobile.

How do I manually add teachers to a classlist?

This is part of our Assessment Solution. You will not have this option if you are a free user.

This article is a quick overview on how to manually add an individual teacher to a classlist. For large Classlist assignment uploads through CSV, click here. 

For how to archive a teacher's section, click here.

Step 1:

Select the Classlists tab within your school or institution.

Step 2: 

Select the Classlist that you would like to add the teacher too. You can do this by either the search function, or scrolling through the list.

Step 3: 

Click the Manage Teachers button. 

Step 4: 

The Manage Classlist Teachers will appear. Select the teacher in the drop down menu or type their name to assign them to the classlist.

Once you select the teacher the popup will show all teachers assigned this section and student list.

Step 5:

Click out of the pop up to return to the main page. You will now see the teacher added.

Assessments is not available on mobile.

Assessments is not available on mobile.