Student Importer FAQs

Preparing Your Student Import File

Why do I need to enter email addresses?

An email address allows teachers or students to reset their passwords if needed. Some teachers prefer to use their own email for all student accounts instead of individual student emails. Alternatively, parent emails can be used. QuaverEd will only send emails linked to student accounts if a password reset is requested.

Why do I need to enter email addresses?

An email address allows teachers or students to reset their passwords if needed. Some teachers prefer to use their own email for all student accounts instead of individual student emails. Alternatively, parent emails can be used. QuaverEd will only send emails linked to student accounts if a password reset is requested.

Why do I need to enter Class Codes?

Our Student Roster Importer creates student accounts for every student listed in your file and enrolls each student account in the listed Quaver Class.

Quaver Classes are identified by Class Code. It is important to create the classes in Quaver before you import your students. Review our class setup instructions here.

Why do QuaverNames need to be unique?

QuaverNames are the usernames for all QuaverEd curricula. Unique but practical usernames are recommended. For example, adding a district prefix to a username is a logical option for unique usernames. If a student’s name is John Doe and you want their QuaverName to be jdoe, that may already be taken. Add an abbreviation of a district or school name to the beginning of their username. Using this method, John Doe at Quaver’s Marvelous World could have the username of QMWjdoe.

If you do not want to manually create usernames, adding your student import file will automatically generate generic usernames. Once your file is imported, we’ll provide a receipt with all of the QuaverNames generated.

How do I save a spreadsheet as a CSV?

Any spreadsheet program – Microsoft Excel, Google Sheets, Numbers, etc. – should have an option to export the file as a CSV (comma separated values). View our specific help instructions on saving a CSV here.

Accessing the Student Roster Importer

How to access the Student Roster Importer

Teachers
If you’re a Quaver teacher, follow these instructions to access the Student Roster Importer.

IT
IT staff can be set up with their own credentials to access the Student Roster Importer. This will do two things:

  1. It will allow you to access the Student Roster Importer without having a Quaver teacher account set up.
  2. It will allow you to import students to classes owned by any teachers in your district.

Contact Implementation@QuaverEd.com to set up an IT account and begin using Student Roster Importer.

Please keep in mind that the Student Roster Importer is not a tool that facilitates rostering integrations. It simply allows for static bulk imports. If your district is interested in rostering integration, follow these instructions on rostering via OneRoster v1.0.

How to locate the Bulk Import Students button

If you do not see the Bulk Import Students button on your Students screen, it is likely that the class selected is a district, roster-generated class. Unfortunately, imports, or any manual edits, cannot be made to district roster-generated classes. These classes are controlled by your district IT, and they are updated nightly. However, since these classes are generated by a rostering integration with your district, all of your classes and students should already be enrolled. If you are not seeing the correct student rosters in these classes, please contact your district IT for help.

Validating and Importing Your Student Import File

Why do you have to validate my file? What are you looking for?

Imports are not reversible, so we want to be sure that everything you submit looks accurate to ensure that your student accounts are created and enrolled exactly as you need them.

Our system ensures your data is in the correct format. The error and warning text displayed in the importer will describe the type of issue and the location in your file. Some of the things we are checking for include:

  • Do you have the proper column headers? This is crucial to make sure we are importing the data correctly!
  • Do you have all of the required data entered? If you’re not sure which columns are required, review our format specifications.
  • If you submitted QuaverNames for your students, are they all unique? Are they all available in our system? Every Quaver user must have a unique QuaverName, so we need to make sure the ones you’ve requested are unique both in your file and in our system.
  • Do you have permission to edit the classes in your file? Teachers are only allowed to import students to classes that they created with their own Quaver account. Teachers cannot import students to district roster-generated classes, or classes owned by other teachers. IT persons are only allowed to import students to classes owned by teachers in their district. IT persons cannot import students to district roster-generated classes, or classes owned by teachers outside of their district.
Navigating an “Invalid Permissions” error code

There are 2 reasons that you could be getting this error.

  1. You are trying to import students to a class that is owned by a different Quaver teacher account.
  2. You are trying to import students to a district roster-generated class.

Case 1: Trying to import students to a class owned by a different teacher

We know that teachers like to help each other out, and sometimes a tech-savvy teacher will want to import students to a colleague’s classes. By default, teachers cannot import students to district roster-generated classes, or classes owned by other teachers.

If you are a teacher trying to help out other teachers in your district, please contact Implementation@QuaverEd.com to get set up with an IT account. This will allow you to import students to classes owned by other teachers in your district.

Case 2: Trying to import students to a district roster-generated class

Unfortunately, imports, or any manual edits, cannot be made to district roster-generated classes. These classes are controlled by your district IT, and they are updated nightly. However, since these classes are generated by a rostering integration with your district, all of your classes and students should already be enrolled. If you are not seeing the correct student rosters in these classes, please contact your district IT for help.

My file is larger than 3 MB. Now what?

With the data format specified, a CSV file larger than 3 MB would likely have 30,000 or more students. If you are trying to import that many students, there are other options available to you, such as OneRoster rostering integration. Please contact Implementation@QuaverEd.com for help!

When my file was validating or importing, it said something went wrong. What do I do?

If you receive an error message, it is likely a system error. We’re sorry about that! The good news is that our import team has already been notified of the error and is taking steps to fix it. You can click Restart to try again, or you can contact our import team directly at Imports@QuaverEd.com for more help.

Security

How can I be sure that the student data being imported into Quaver is secure?

Student data security is a top priority for QuaverEd. When you upload your file to the Student Roster Importer, the information is immediately encrypted. This ensures complete security while the information is being tested and validated. When your data is imported, all of it is stored encrypted in a firewalled database. Your import receipt files are also stored completely encrypted. Selecting Download Receipt allows you to download the decrypted file.

You can read more information on our general data security practices here.

Other Rostering Options

Does Quaver offer any alternatives for setting up student accounts?

Yes! We offer a number of rostering methods. In fact, the Student Roster Importer isn’t always the best fit. Some things to consider:

You can read an overview of the rostering options we offer here.

  • Your district uses a Single Sign On (SSO) method to access Quaver. If this is the case, the Student Roster Importer is likely not the best fit for you. Many districts with SSO also have rostering integrations with us.
    • If your district has SSO and a rostering integration, you shouldn’t need to import your student rosters. If you’re not seeing the correct student rosters in your district classes, please contact your district IT for help.
    • If your district has SSO but does not have a rostering integration, SSO simplifies account creation for students by allowing them to quickly create an account when they first come through SSO. Since the Student Roster Importer creates student accounts as well, it can often result in students having duplicate accounts created. SSO students can use their SSO-generated accounts to access Quaver, and can enroll in Quaver classes easily by using our Student Self-Enrollment method.
  • Your student roster changes a lot throughout the year. If you frequently have students leaving classes and new students joining classes throughout the year, it can be tough to keep up with performing imports frequently. Your district might want to look into a rostering integration with us. Otherwise, you can try using the Student Roster Importer to set up your initial rosters, and then you can manually add and remove students throughout the year.