Setting up the Remote Roster Tool Version 3

The Remote Roster Tool securely transmits your roster data to the Eduphoria servers. This transfer relies on properly formatted data exports from your Student Information System (SIS), like Skyward, eSchoolPlus, or PowerSchool. 

The Remote Roster Tool Version 3 update will allow Aware users to see more detailed demographics information, including Migrant, Homeless, Emergent Bilingual/English Learner, ESL, and LEP statuses.

Note: The Remote Roster Tool is only compatible with Windows. We currently do not offer support for Mac.

Requirements for the Remote Roster Tool

Eduphoria’s Remote Roster Tool requires a Windows PC that meets the following minimum requirements:

• Supported version of Windows Server (must be 64x)
• 4GB of RAM or greater
• At least 20GB of free hard drive space
• Microsoft .NET Framework 4.5

We have broken down the setup process for the Remote Roster Tool Version 3 into four key areas:

• Preparation
• Installation
• Configuration
• Operation

Preparation

File Preparation

To prepare for the data transfer, your first step should be preparing the data export files, which are created through an automated process in your SIS. The entire export process will run automatically every night and generates four TXT or CSV files corresponding to the layout required for your SIS. For help configuring these exports, contact your SIS vendor. 

Step 1: To save your preferences and properties, navigate to the School Objects folder of your computer's Program Files, then select the Organization Configuration folder.

Step 2: Copy the XML file to a temporary place. You will use it to replace the new, blank file that is generated with the new installation of the roster tool.

User Account Preparation

Follow the steps below to prepare your user account for the transfer of your roster data. You will create or confirm an admin account that will only be used for this data transfer. 

Step 1: Log in to your Eduphoria system through the web interface using your personal credentials, then click Management.

Step 2: Click Manage Users under the Organization tab.

Step 3: Search for “rosteradmin@district.org”.

Step 4: If this account exists, but you are unsure of the password, update it under the General tab within the user profile. If you know the password, skip to Step 6.

Step 5: If this account does not exist, create it by clicking Create a New User under User Options.

Step 6: On the Roles tab of the user profile, select System Administrator.

Step 7: Click the Save button.

Note: Never use a user tied to an actual person within your district. To maintain the data transfer process, use only the dedicated "rosteradmin" account's username and password. 

The automated process produces a nightly status email that sends a summary of recent changes to the roster to all roster administrators. Only provide this role to the appropriate staff members.

Installation

Download and Run the Installer

Note: If your district’s rosters are hosted by your Education Service Center, you do not need to download the Remote Roster Tool. 

Step 1: Download the installer.

Some Windows users may experience their downloaded installer being blocked from running. To unblock the installer, right-click the downloaded file and select Properties. Check Unblock, and select OK.
 

Step 2: Run the installer and follow any pop-up prompts to complete the installation. 

Configuration

Configuring Server Settings 

Step 1: Open the Eduphoria Remote Roster Configuration icon on your desktop.

Step 2: Enter the username (email address) and password for the Admin account from User Account Preparation.

Step 3: Click Save. 

Step 4: Click the Test Connection button to ensure the settings are correct.

If the connection fails, ensure your details are entered correctly, then update the password for the admin account and try again. 

You may now replace the newly generated XML file with the backup of the original you saved during File Preparation.

Schedule Transfer

Step 1: On the Schedule tab, set a time between 9:00pm and 3:30am to run the import without conflicts. 

Step 2: If you see a space for it, enter a username and password for an account on the server that has access to create the scheduled task.

Step 3: Click Schedule Import to create the scheduled task.

If there is an error, then the account used does not have access to create the scheduled task, or the username and password are not correct. Troubleshoot these problems, then try again. 

Note: Adjusting the time in the tool’s schedule tab does not update the server task scheduler. The default time is 2:00am, but you must access the task scheduler to update the time.

Configuring SIS Settings

Step 1: On the SIS Settings tab, select your SIS in the drop-down menu.

Step 2: Click the Browse button to find the SIS export files you prepared or located in the Preparation section of this guide. 

Step 3: Click Save.

Operation

Starting a Manual Import

Step 1: On the Server Settings tab, click Run Now to start a manual import. 

This button will initiate the first import of these files and will email a status report to the Eduphoria users with the roster administrator role. The Send Files button only re-sends the last data that was processed. It does not process the import files, so do not use this button to create a new manual import.

SIS File Formats

Don’t see your SIS? You can manually configure your export to match one of the above file formats based on the one that is easiest for your district to match on. Commonly, districts will match either Skyward or Ascender (TxEIS). 

You must manually configure the export to match one of the above mentioned file formats.