Administering Multiple Schools

This article contains instructions and guidance for System Admins at the Organization level who are creating additional schools within their Schoology Enterprise account.

Before you proceed, consult this article to consider whether adding new schools is the right solution for your framework. 

Adding a School

If you currently have all users in one school in your Enterprise account, add your first additional school using the Import tool. If you are adding more than one additional school include those in your import file as well.

Click here to find instructions on how to use the Import tool to add Schools to your Enterprise account. 

Once you have added schools, a Schools tab displays in the System Settings menu on the left  side of the screen in your System Admin account.

 

To add an additional school:

  1. Click System Settings.
  2. Click Schools.
  3. Click +Add School in the upper-right corner of the Schools screen.

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Creating School Associations

Now that you have added additional schools to your organization's Enterprise account, move students and teachers into these new schools accordingly.

Note: All subsequent updates made to user information, such as changes to enrollments, must include school associations to update properly. 

School Associations in Manage Users

To manually associate users with schools:

  1. Click Manage Users in the left menu.
  2. Click the Roles/Advanced tab.
  3. In the Schools column next to the student's name, click the down arrow next to the current school.

4. Select the correct school from the drop-down menu:

5. Click Save Changes. 

Manually Associating Users with Multiple Schools

To manually associate a user with multiple schools in your organization:

  1. Click Manage Users in the left menu.
  2. Click the Roles/Advanced tab.
  3. Click +Add School n the Schools column next to the student's name.
  4. Select an additional school from the drop-down menu.
  5. Click the star icon next to the name of the school to select it as the user's main school:
    1. If an instructor belongs to multiple schools the main school will be the default when he or she creates a Course or a Group.
    2. The System Admin should keep the organization-level as the main school associated with his or her account in order to have organization-level access. Anyone with the Admin role and whose main school is the organization-level will have organization-wide access. 

Notes about belonging to multiple schools

  • Users who belong to multiple schools can see Updates in the Recent Activity feed for both of the schools with which they are associated. 
  • Note that Schoology is a role-based platform. A user who belongs to multiple schools will have the same role in both, and therefore the same set of permissions within both schools.

Creating School Associations Using the Import Tool

If you use the Import tool or SFTP Imports to provision your users, you will also update your users' School Information using the Import tool.
If you are using SFTP Imports, skip to Step 2: Modifying Your File.

Step 1 - Create your Import File

  • Export all users in your Organization to a .csv file with the necessary information to update your users' accounts.
  • The file should contain at least:
    • First Name
    • Last Name
    • Username or Email Address 
    • Unique ID
    • Schoology ID
    • Role
    • School

Step 2 - Modify Your File

Add an identifying value in the School column of your .csv file to each row of user information to assign users to the schools you created. 

For example, use a numeric identifier (as illustrated in the spreadsheet example below), or use the name of the school: "Cherry Hill Middle School" or "School of Education," for example.

To associate a user with multiple schools:

  1. Enter the user's primary school NID into the indicated column.
  2. Create another column labeled Additional Schools.
  3. Enter the additional school IDs into the Additional Schools column, and separate the values in your Buildings column of your .csv file using a pipe. For example, "259155600 | 177663629."

 Step 3- Update Users' Accounts

Use the Import tool to add school associations to your users' Schoology accounts:

  1. Click Import and then click the Users tab in your System Admin account.
  2. Select Use Import File for both the Roles and Schools drop-down menus in this screen.
  3. The roles and schools in your Schoology account display in the left column; enter the equivalent school values from your spreadsheet to the fields in the CSV Value column.


 

In this example, users with school value 124334501 in the spreadsheet are added to the Springfield School District in Schoology.

4. Select the following:

  • Update existing records using Schoology User ID
  • Don't allow duplicates 

5. Click Continue. Match Columns, then run the import. 

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Creating School Associations Using an SIS App

If you are using an SIS app to provision your users:

  1. Make sure you've affiliated all your users and courses with the correct school within your SIS.
  2. Navigate to your Schoology SIS App in the left menu.
  3. Click the Schools tab.
  4. Click Refresh Data in the upper right corner of the Schools tab.
  5. Map your SIS schools to your Schoology schools.
  6. Click Save Changes.
  7. You can manually sync your SIS, or you can wait for the next scheduled sync to update users and courses with their new school associations.

Note: It is not currently possible to associate multiple schools with one user account via the sync with your SIS. However, you can create their account via the SIS sync and then associate multiple buildings with the user accounts using an import file (outlined in the "Creating School/Building Associations Using the Import Tool" section above) or manually in the Roles/Advanced section of Manage Users.  

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Administering a School

All users must be assigned to a school.

After adding schools, the System Admin(s) at the organization level can administer all users using the Manage Users tool in the menu on the left side of their account. 

The addition of new schools also allows for the System Admin role at the school level.

 

School System Admins administer all users in that school using the Manage Users tool on the left hand side of their account. However, school-level System Admins do not have the following tools:

  • Roles
  • Permissions
  • Privacy Overrides
  • Integration
  • Support Contacts

The permissions and settings controlled in the above areas of Schoology are established on an organization-wide basis only.

This diagram illustrates how System Admins and Schools are organized in Schoology: 

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Results of Adding Schools

Now that you have added additional schools to your Schoology Enterprise account and associated users and courses with those schools, some things have changed within your organization's Schoology account. The following areas are affected by the addition of schools:

Privacy Overrides

Adding schools also adds the Organization option in addition to School to your Privacy Overrides section in System Settings. This lets you decide what areas of Schoology are visible and accessible to everyone in your organization, or whether users can only access areas of Courses and Groups that are in their same school. 

 

 

This change to Privacy Overrides happens in the following categories:

  • Course Privacy Settings
  • Group Privacy Settings
  • User Privacy Settings

User Accounts

In order to subsequently update user information, you must either include the school identifier associated with that user in your import file or map the user's school from your SIS to Schoology.

Teacher and Students:

Users at the organization level only see their organization, not their school, below their name on their personal profile page:

 

Users in a school within the organization see both their school and the organization listed on their personal profile page:

 

Parents

Parent accounts are automatically associated with the same school as their child. However, if a parent has children at multiple schools within an organization–for example, a child at a high school and a child at a middle school–the parent account is automatically associated with the school as the first child with which their account was associated.

For example, parents who sign up for Schoology using the Parent Access Code for their child in middle school are automatically associated with the middle school. They may still associate themselves with their high schooler's account from the Add Child option in the drop-down menu in the upper-right corner, but the parent accounts remain associated with the middle school as their primary school within the organization. 

If parents have children at schools in different organizations–that is, their children's accounts are not all under the same Organization Enterprise account in Schoology–they must create two separate Parent accounts and link them together. Click here for additional information on linking parent accounts. 

Courses

Course Provisioning: To manage course creation for the multiple schools you have created, be sure you provision courses and sections into the correct school when you import courses and sections into Schoology, .

Course Enrollments: Although instructors can teach courses across multiple schools their individual user accounts remain affiliated with only one school/building. As a result, their Recent Activity feed only displays school-level activity for the school with which their account is associated, in addition to the teacher's course activity.

If a staff member administers Schoology courses across multiple schools, only the school with which that course is associated displays in the Courses drop-down menu.

 

Groups

Once you add additional schools you can associate Groups with specific schools within your organization. You can also change the privacy settings of your Groups to Organization or School.

  1. To see the school which with a group is associated:
  2. Click Groups in the top menu and then select the group from the list.
  3. Click Group Options below the Group profile photo in the left menu.
  4. Select Edit Info.
  5. The school displays in the School row.

  

To edit the privacy of a Group:

  1. Click Groups in the top menu and then select the group from the list.
  2. Click Group Options below the Group profile photo in the left menu.
  3. Select Edit Privacy/Group Settings.
  4. Additional columns now display in the Group Privacy Settings area.
  5. Check the Organization or School columns to determine what parts of the group to make visible and accessible to all users in the organization or within that school. 
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