System Admin FAQs

User Accounts
Students

Teachers

Parents

Courses

Groups

Resources & Apps

System Settings & Other Admin Tools

External Tools


System Admin FAQs: Answers

User Accounts

Students

How do I see what students see?

Use the View Course As tool in a course to view the course as a specific student enrolled in that course.

  1. Navigate to the course
    • To reach the course, navigate to the Course Listing:
      • Click Courses along the top of the home screen
      • Select See All  in the lower right corner of the Courses drop-down menu
      • Select a course from the Course Listing. 

    • Or, navigate to a course by navigating to the student's personal profile and viewing the courses they are enrolled in:
      • Search the student's name in the People tab on the left hand side of your home screen
      • Courses are listed on the right hand side of a student's personal profile. Click “See All” next to the word “Courses” for a complete list.
  2. In the course, click Course Options beneath the course profile photo
  3. Select View Course As.
  4. Select the students’ name from the list.

You are now able to navigate around the course to see how that specific student views the course and its materials. 

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How can I see a list of my students' courses?

As a System Admin, you have the Advisees tool on the left menu enabled by default. See students' course and group Enrollments, as well as Calendar, Grades, and Attendance by searching the student's name from the Advisees area in the left menu of Schoology.

You can also see a list of a student's courses by navigating directly to their personal profile:

  1. Click Manage Users in the left menu
  2. Click the Roles/Advanced tab along the top
  3. Search for the student using a single term, such as the last name or email address
  4. Click the student's name to go to their profile page.

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A student has multiple Schoology accounts. How do I fix this?

Use the Merge tool to consolidate accounts if a student has more than one account within your Enterprise school on Schoology.

To Merge accounts:

    1. Click Manage Users in the left menu
    2. Click the Merge tab along the top 
    3. Enter one account into Destination User, and the other into User Being Merged 
Note: See the information below before proceeding with the merge. Consider the following when determining which account is the Destination User and which is the Account Being Merged. 

If one of the accounts was created via SIS synchronization through an SIS app (such as PowerSchool, eSchoolPlus, etc.), the SIS-created account is the Destination User. The non-synced user account should be entered into the User Being Merged field.You can determine which of the accounts was created by the SIS because the enrollments will match the enrollments for that student in your SIS instance, and the account's Unique ID will be value derived from an identifier in your SIS instance.

If both of the accounts were created by your SIS, please submit a ticket to Schoology Support for assistance.

If neither of the accounts are SIS-synced accounts, and both accounts are enrolled in the same courses, and:

  • If the User Being Merged has no received grades and the destination user does have grades, the Destination User’s grades are preserved.
  • If both accounts have grades, the destination user’s grades are preserved. The grades received in the account in the User Being Merged field are deleted.
    IMPORTANT NOTE: This means if both accounts have any received grades at all–not necessarily for the same assignments or the same classes.
  • If the User Being Merged account has received grades, and the Destination User account has no received grades, then the Destination User inherits the grades previously associated with the User Being Merged account.

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Teachers

I am a teacher in my SIS but I need to be an admin in Schoology.

If you currently provision users into Schoology using an SIS such as PowerSchool, users with a faculty role in the SIS are given a Teacher role in Schoology due to the way that roles are mapped in your SIS app configurations.

The sync may not accommodate the Schoology Admin role, so your account reverts back to the Teacher role each time your SIS syncs with Schoology.

How to resolve this:

  1. Manually create a System Admin account in Create Users area of Manage Users, and link your teacher account to your System Admin account to toggle between the two. Your synced account has your courses that are synced to your SIS, and your non-synced account has the System Admin tools. 

To Link Accounts:

  1. Log in to your System Admin account
  2. Click the down arrow in the upper right corner next to your name
  3. Select Account Settings
  4. Click Link Accounts
  5. Enter your log in information for your other account
  6. Click Link Acounts
  7. You are now able to log into one account, and then toggle into the other without having to log out and log back in again.

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How do I see what teachers see?

Administrators have the ability to view all school courses the same way a teacher would. See a complete list of courses at your school in the Course Listing. You can find the Course Listing by clicking on Courses along the top of your home page and then selecting See All.

Or, see a specific teacher’s list of courses by searching their name in the People tab on the left hand side of your home screen, or by searching their name in the Manage Users tool in the Roles/Advanced tab and then clicking their name in the results.
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How can I see a list of the courses a teacher is teaching?

You can see list of a teacher's courses by navigating directly to their personal profile:

  1. Click Manage Users in the left menu
  2. Click the Roles/Advanced tab along the top
  3. Search for the instructor using a single term, such as the last name or email address
  4. Click the instructor's name to go to their profile page.

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Parents

Can I distribute parent access codes for all of my students?

Yes. This may be a suitable option if you would like parents at your school to create their own accounts that are linked to their children, rather than creating the accounts for them.

To download parent access codes for all students at your school:

  1. Click Manage Users
  2. Click  Parents/Advisors 
  3. Click Options
  4. Select Download All under Parent Access Codes
  5. Select Role: Students
  6. Click Download
This generates a spreadsheet with the parent access codes for all students at your school. Each parent access code is unique and student-specific, and enables parents to create Schoology accounts that are linked to their child’s Schoology account.

Click here for instructions on how to create a parent account using a parent access code.

See below (How can we tell parents about Schoology?) for more information about setting up parent accounts at your school.

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How can we tell parents about Schoology?

See our article on Creating Parent Accounts for guidance on Parent Accounts for the following information:

  • Instructions how to download Parent Access Codes from your System Admin account
  • Instructions for your teachers on how to download Parent Access Codes for the students enrolled in their courses
  • Instructions for your Parents on how to set up their Parent accounts once you have distributed each students's unique Parent Access Code to their family
  • A template of letter for you to send out to your Parents notifying them that you are using Schoology as your LMS

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A parent is reporting that he or she is no longer receiving their Parent Email Digest.

First, ensure that the Parent Digest Settings are correctly set at the system level:

  • Click System Settings on the left hand side of your home page
  • Scroll all the way to the bottom of the page to the heading Parent Email Digest
  • Set Email Summary to On.

Then,

  1. Ask parent to make sure they have the Email Summary set to On in the parent's account. To turn on Email Summary, the parent must:
    • Log in to parent account
    • Toggle into their child’s account using the down facing arrow in the upper right.
    • Once they are in their child’s account, click the down arrow arrow in the upper right corner, and select Notifications from the drop-down menu.
    • Make sure their Email Summary is set to On.

  2. Ask the parent to confirm they verified their email address.
    Parents can see whether their email address has been verified in their Account Settings.
    • Click the down facing arrow in the upper right corner of their screen to select Account Settings.
    • If there is orange text below the Primary Email field that says Resend Verification Email, then their account is not yet verified. Users must verify their email address in order to receive email notifications.
    • Check the box and click Save Changes to resend the verification email, and then follow the steps outlined in the email sent to the primary email address.
  3. Ask the parent to Check Status on his or her email address.
    • If the email address has been verified, there is an option to Check Status to the right of the Primary Email field in Account Settings.
      • If there is an issue with the email address that is preventing Schoology from successfully delivering emails to that address, the parent sees an error message when he or she clicks Check Status. If the parent is unsure of how to resolve the error, he or she can contact Schoology Support for assistance by clicking Submit a Request at the top of this page.
      • If  the parent see the message “There are no issues with your email address” then emails from Schoology are able to deliver to that address without a problem. 
  4. Ask the parent to check the spam folder in their email account, and/or contact their email provider for troubleshooting assistance.

A parent is reporting that he or she can not access Schoology from email notifications.

If faculty members and students access your school's Schoology Enterprise account via a custom subdomain (for example, yourschoolname.schoology.com), they may be logging in using a different set of credentials than the credentials parents use to log into Schoology. The credentials entered when users access your custom subdomain are likely authenticating against a directory that your parents do not have credentials for.

If this is the case, navigate to to Manage Users and then Permissions and enable Emails: Use app.schoology.com in emails for the parent role. 
This permission appears when your school has a custom subdomain in place. Enabling this permission for a role means that when users with that role receive email notifications, the notification link will direct to schoology.com instead of yourschoolname.schoology.com. This way, the parents will be able to log in using their Schoology credentials. 

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Courses

How do I delete a course?

As the System Admin, delete any course at your school from the Course Listing area.

To delete a course at your school:

  1. Click Courses along the top of your home screen
  2. Click See All in the lower right corner of your courses drop-down menu.
  3. Use the menu at the top of the page to filter by building or school within your district
  4. Click on the gear icon to the right of the section
  5. Select Delete

How do I undelete a course?

To undelete a course at your school:

  1. Click Courses along the top of your home screen
  2. Click See All in the lower right corner of your courses drop-down menu
  3. Click  Deleted Courses in the upper right corner of the Course Listing scree)
  4. Use the menu at the top of the screen to filter by school/building within your district
  5. Here, you see:
    • A list of deleted courses affiliated with that school/building
    • The date the course was deleted
    • The name of the person who deleted the course
  6. Check the box to the left of the course, and click Restore at the top of the page.

Clicking Restore returns the course to the admin’s and students’ Courses drop-down menu, with materials, grades and enrollments intact.
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A teacher created a course before we ran our SIS sync, and now there are duplicate sections. How do I fix this?

Merge the section the teacher created into the section created by the SIS sync. That way, the content the teacher created is retained, but the course is synced with your SIS.

For further instructions on how to use the Merge Sections tool to resolve this, see our Help Article: Merge Duplicate Sections. 

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A teacher is reporting that material is missing from their course.

It is possible that the teacher deleted a material or folder from their course Materials page.

To check whether a course material was deleted, the teacher can:

  1. Click Courses along the top menu of your home page
  2. Select the course from the drop-down menu.
  3. Click Course Options below the course profile photo.
  4. Select Recycle Bin

Here, you see:

  • A list of all deleted materials.
  • The date each was deleted.
  • The name of the person who deleted it.

To restore deleted materials:

  1. Hover your mouse over the row corresponding to the deleted item in question.
  2. Click the gear icon that appears.
  3. Select Restore To

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A course a teacher is enrolled in is not showing up in the teacher’s Courses drop-down menu. 

If the course previously showed up in the teacher's Courses drop-down menu but is no longer there:

  • The course may be archived. 
  • The course may be deleted.

Courses are archived at the end of a grading period. To find archived and upcoming courses, navigate to your My Courses area by following these steps:

  1. Click Courses along the top of your home screen.
  2. Click See All.
  3. Click the Archived tab to view past courses.

Note: Archived courses do not expire. If the grading period has come to an end, you can leave the course Archived. You and the teacher retain access to course - including the materials, gradebook and members page–when a course is archived.

If you'd like to reactivate this course, and keep the same course material and roster of students for a longer period of time,  extend the life of the course by adding a grading period. If your course is not associated with any grading periods, you do not have to add grading periods to extend the course into a new school year.

To add a new grading period to a course, follow these steps:

  1. Select Gradebook in the left menu of the Course.
  2. Select Grade Setup directly underneath Gradebook.
  3. Click Edit to the right of Grading Periods & Final Weights.
  4. Enter a name for the new grading period.
  5. Select a start-date and end-date.
  6. Click Save to complete.

To view a list of the deleted courses, follow these steps from the account that had deleted the course:

  1. Click Courses area on the top menu.
  2. Select See All.
  3. If a course has been deleted, you'll see a Deleted Courses link in gray on the top right of the page.
  4. Click the Deleted Courses link.

The information listed in the Deleted Courses area displays the course and section name, as well as the date and time of its deletion.

To restore a deleted course section, follow these steps:

  1. Click the check box to the left of the course name.
  2. To select all courses, click the check box to the left of the Courses column title.
  3. Click Restore. 

If a teacher is enrolled in an upcoming course but does not see it in the Courses drop down, this may be due to:

  • Permissions issue.
  • An issue with the course creation.

First, check the Permissions at your school:

  1. Click Manage Users.
  2. Click Permissions.
  3. Make sure the permission for View Upcoming Courses is checked in the column that corresponds to this teacher's role.

If the teacher does have this permissions and does not see the upcoming course, there may have been an issue with your course creation method - for example, an issue during your SIS sync, import, or Auto-Import sync. 

Check the logs of your SIS by opening the SIS App in Schoology and clicking the Logs tab along the top  on the far right. 

Check the status of an Import or Auto-Import by clicking on the Import tab on the left hand side of your Admin account, and clicking the red Status Log link in the upper right corner of that page.

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Can a course have co-teachers?

Yes, it is possible to have more than one Course Admin. However, if you are populating your enrollments via an Import or SIS Sync, you must add the second Course Admin to the course manually.

First, create the course and enrollments as you usually do, only including one faculty member as the Course Admin.

Then, once the course exists in Schoology, add additional Course Admins by:

  1. Navigate to the Course 
  2. Click on the Members tab on the left side of the course
  3. Click Add Members and type the name of the additional instructor(s). Highlight their name, and click Add Members.
  4. Their name now appears in the Members list on the left side of the course.
  5. Click on the gear icon to the right of their name and select "Make Admin"
  6. They now have a crown icon next to their name, indicating that they are now the Course Admin.

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I want to “clone” a course to re-use next semester or next school year.

To reuse course materials for another grading period or for use in a different section,  save the course to Resources. This makes a copy of all of your Course Materials only. Saving to Resources does not retain the original course's enrollments, grades, updates, or due dates.

To clone a course:

  • Save the current course to Resources
  • Create a new "shell" Course for the upcoming Grading Period
  • Copy the Course file from your Resources into the upcoming Course

To save the current course to your Resources:

  1. Navigate to the Course
  2. Click Materials on the left side of the course Materials page
  3. Click Options
  4. Select Save Course to Resources. This course file first goes to your Transfer History, and then saves to your Resources once the save is complete.

Note that this is a one-time copy, so any changes made to the original course after saving to Resources do not update to the version saved in Resources.

Then, create a new course using your chosen method of course creation (manual, import, or SIS sync) and assign the course to the upcoming grading period.

To add the Course file in your Resources to your upcoming Course Section, navigate to the new section, click Add Materials and select Import from Resources. Select the relevant Course file.

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The grading period ended but courses are still appearing in the Courses dropdown. Why?

There is a "grace period" of 24 hours after the grading period end date. There's also a 6-hour cache on the Courses dropdown, so it may take another 6 hours for the courses to be removed from the dropdown. 

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Where can I find a list of current or archived courses at my school?

To find archived and upcoming courses, navigate to your My Courses area by following these steps:

  1. Click Courses along the top of your home screen.
  2. Click See All. 
  3. Click Course Listing to see a list of all courses at your school
  4. Click the Hide Archived Courses to remove past courses from the list view

To locate a specific course or section, use the Search Sections tool on the right side of the Course Listing screen. 

  • Use the School field to narrow your search to a specific school/building within your district's Enterprise account. 
  • Enter your search criteria
  • Click Display current sections only to exclude archived sections from your search results
  • Click Search

 Groups

I want to create a Group for all of the teachers or parents at my School.

First, create the Group. To create a group:

  1.  Click Groups at the top of your home screen
  2. Click Create in the lower left corner of the dropdown menu
  3. Choose the Building. Give the Group a Name and Description
  4. Set the Privacy and Access. Privacy determines who will be able to see the group once it has been created. Access determines how users will join the group.

Then, generate a .csv file containing all of the users whom you would like to add to the group. This file should include at least all of the users’ Unique IDs.

To generate this file, use the Export tool on the left hand side of your System Admin account.

Click Export and select the Users tab, and check at least the following fields:

  • Unique User ID
  • First Name
  • Last Name
  • Role

and click Next and then click Export.

This generates a .csv file of all users at your school. Sort by Role in Excel to remove any members you don’t need in the file, and to narrow it down to only the members you want to enroll in this group.

Then, use the Import tool to bulk import members into a group. For further instruction on this process, see this article from our Help Center on Importing Group Enrollments.

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Resources & Apps

How do I install a resource app, like Google Drive or OneDrive, for everyone at my school?

As the System Administrator of your school, pre-install Resource apps to all users, or to users in certain roles in your school.

  1. Click on the App Center on left menu of your Home page.
  2. Find the app, such as Google Drive, or Microsoft OneDrive.
  3. Click on the app.
  4. Click Install Resource App.
  5. To add the app to your school or organization, select the option to Add to School.
  6. Once you're in the School Apps area of the App Center, click Install/Remove.
  7. Select the option to install the app to All Users. If you'd like to limit the app to certain roles, remove the check mark for the roles you would not like to access Google Apps in their Resources.
  8. Click Submit to complete.

Google_Drive_App_2.png

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System Settings/Other admin tools

A user is reporting an error message.

If a user at your school reports encountering one of the error messages below while using Schoology on a web browser, see the respective links to understand the cause of the message and how to proceed in order to resolve it.

"An Unexpected Error Has Occurred"

"Private Access Only"

"Insecure Content"

Private Information Message 

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How do I change the dates for a grading period?

If you have set school-wide grading periods, you can edit the start and end dates of the grading periods. To edit the start and end dates of school-wide grading periods:

  1. Click System Settings in the left menu
  2. Click Grade Settings
  3. Click the gear icon to the right of the grading period you would like to edit
  4. Click into the date boxes to edit the date

Note: If the grading period is already applied to active courses with graded material, DO NOT  delete the grading period. This changes all of the materials in all of the courses to “Ungraded”. Instead, simply edit the dates.

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Someone created duplicate versions of our school in Schoology. How can I delete it and prevent this in the future?

Claiming your school’s domain will prevent schools from being created on Schoology using your school’s email address (E.g. John Smith will not be able to create a new account using "johnsmith@yourschoolurl.com"). This feature also allows you to merge into your school the account existing outside of your school through the Import area on the left menu of your Home page once your domain is claimed.

You can work with your webmaster or technical team at your school to claim your school’s domain on Schoology, which is an Integration feature in the System Settings area on the left menu of your Home page. If your school or organization uses more than one domain, you can claim an additional domain after you claim the first.

To claim domain:

  1. Click System Settings on the left menu of your home page
  2. Click Integration
  3. Select Claim Domain
  4. Enter your school's domain (like myschoolwebsite.com)
  5. Follow the steps in this screen:

What Do I Need to Do at the End of the Year?

Check out our End of the Year Guide for System Admins for instructions and guidance on the system-level tools and practices you will need at the end of the school year.

We also have a Help Article written specifically for teachers on the course-level tools they should use and steps they should take at the end of the school year, which you may want to share with your teachers in a school-wide Update.

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How can I upload a school calendar so the whole school can see it?

You can import a calendar file into your school-wide calendar so that it is visible to everyone associated with that school or building.

You can import a calendar file from a different calendar tool - such as Outlook Calendar, iCal or Google Calendar - into a Schoology calendar. Note that importing a third-party calendar into Schoology is a one-time event; after the import, changes you make in that third party calendar will not update in Schoology. All changes will need to be made directly in the Schoology calendar.

To import a third party calendar into Schoology, you will need to first generate an .ics file. 

From your Outlook Calendar:

  1. In Outlook, in Calendar, select a calendar to make it the active calendar in the view.
  2. On the File menu, click Save As.
  3. Type a name for the iCal file in the File name text box.
    A summary of the calendar name, date range, and detail level appears next to More Options. If you are satisfied with the summary, proceed to step 6, otherwise continue with step 4.
  4. Click More Options.
  5. From the Date Range list, choose the amount of calendar data to include in Schoology, or clickSpecify dates to enter a custom date range
    Note: There is a limit of 10,000 events for the Schoology calendar. If you choose a large date range or select the whole calendar, your file may be too large.
  6. Click Ok and then click Save to save the .ics file. 

From your iCal:

  1. Open iCal
  2. Click the File menu
  3. Select Export
  4. Save the .ics file

From your Google Calendar:

  1. On your computer, open Google Calendar. You can only export from a computer, not a phone or tablet.
  2. In the top right, click Settings > Settings.
  3. Open the Calendars tab.
  4. Click Export calendars between the "My Calendars" and "Other Calendars" sections.

A ZIP file will be downloaded to your computer. If you open the .ZIP file, you'll see individual ICS files for each of your calendars.

Once you've downloaded your .ics file, log into your Schoology system admin account, and follow these steps:

  1. Navigate to the school building page. If the school/building for which you'd like to import the calendar is the  by clicking on the down arrow in the upper right corner of your screen and selecting your school name:

    If you are the District-level System Admin, you can import a calendar to other buildings within your district. To reach the page for other school/buildings, click System Settings on the left side of your system admin account and select Schools. Click on the name of the school you'd like to add the calendar to:


  2. On the right side of the school/building page, click on the calendar icon next to Upcoming
  3. At the bottom of the calendar screen, click Import
  4. Select File
  5. Upload the .ics file you have saved
  6. Click Import

External Tools

What is an LTI tool?

LTI stands for Learning Tools Interoperability, and is a sign-on standard developed by IMS Global allowing web-based resources to be accessed and viewed from within a learning platform. LTI integration provides a secure way to utilize a wide range of publisher content from a single place, such as Schoology.

The resources, most often referred to as “tools,” can range from a single piece of content to an interactive website including search tools, assessments, and more.

The External Tools feature allows Schoology users to interact with LTI-compliant resources and activities on other websites. Many websites provide interactive learning materials that are complementary to Schoology’s own course materials and resources. External Tools allows you to connect with these tools and utilize them within your Course or Resources. When used in a course, external tools that support grade pass-back send grading information to the Schoology gradebook.

To set this up, you must retrieve the consumer key and shared secret that Schoology can use to generate a signature to verify the authenticity of the data sent. Retrieve your consumer key and secret for a particular tool by contacting the tool provider.

Click here for our complete LTI guide.

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How do I install LTI tools for users at my school?

Before you install an LTI tool at the system-wide level, you first must retrieve the Consumer Key and Shared Secret from the LTI provider, and get the Configuration URL for this tool.

Then, in Schoology: 

  1. In your System Admin account, click System Settings on the left side of the home page.
  2. Click Integration.
  3. Click the External Tools tab.
  4. Click Add External Tools.
  5. Enter the Consumer Key and Shared Secret in the respective fields.
  6. Set the Privacy to Send Name and Username/Email Address of the user who launches the tool.
  7. Set Configuration Type to URL/XML.
  8. Enter the Configuration URL.
  9. Click Submit.

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