Need some help with Rollover?

Make sure all your students are in the correct classes for the new year. Let us step you through…

There are two ways to complete your spreadsheet for the new year:

Option 1 – Download your spreadsheet

  • Sign into your school’s Administration Console
  • Select ‘Rollover’ from the menu on the left hand side
  • Download your previous year’s school roll, you can choose to include or exclude unassigned students

If you have forgotten your admin login, call us on 1300 850 331 or email rollover@3plearning.com

Option 2 – Use your school database

You’re welcome to use your own school database for Rollover, you’ll simply need to update the formatting to ensure it matches with our system.

  • Download a blank template by clicking the  in the Rollover tab of your Admin Console.
  • One column at a time, copy and paste the data from your school database into the spreadsheet template.
  • Please take extra care to make sure that names are entered the same way as they’re currently listed in Mathletics – otherwise new student accounts will be created

NOTE: To retain student usernames and data, do not alter existing student names. 

  • Download your current school roll and update the spreadsheets to reflect your new school list.
  • Do not delete any columns on the spreadsheet.
  • Do not change the spelling of a student name in the download as that will create a new student record/login. You can alter a student name later.
  • Update year groups, classes and teacher information as required.
  • If a student is no longer attending your school, delete the entire row.
  • Save your updated spreadsheet to your computer as an xlsx file.
  • Please note:
    • Students with identical names must be identified with a unique character eg. John B Smith or John Smith1.
    • During the Rollover process, a student can only be in one class. After Rollover, Teachers may copy students into other classes based on ability.
    • Teachers can share a class. Simply ensure that each Teacher appears on the spreadsheet next to the shared class at least once.
    • To retain student usernames and data, do not alter existing student names. Corrections can be made in the Administration Console after Rollover.
Return to the rollover tab of your Admin Console

  • When you have your updated spreadsheet ready to process click ‘Next’
  • Select your rollover type; Partial Rollover or Full Rollover and click ‘Next’. Each option will be explained on-screen, however we strongly recommend completing a Full Rollover
  • Click the ‘Upload file’ button and select your updated spreadsheet. Your data will appear on-screen, select ‘Confirm’
  • If there are any errors your file, the system will tell you what the errors are and which row to find them in
  • To download sign-in cards for new and updated students, click the ‘view summary’ button. You can either download sign-in cards or export your student list as an excel file.
  • Sign into your Reading Eggs or Mathseeds admin console
  • You may have inactive students on your school roll who left the school in previous years. To make it easier to re-assign students for the new year, we recommend deleting accounts of students who were already unassigned last year and will not be using the program this year.
  • This step should only be done either before activating the rollover OR after ALL students have been reassigned to their new classes. 

Delete Students:

  • Click Management and Manage Students, filter the page to only show unallocated students
  •  Tick the Select all box in the table header to select all unallocated students, click More actions and select Delete students permanently.

  • Please ensure you add any new teachers at the school BEFORE you click the Activate Rollover button.

Add Teachers:

  • Click Management and Manage Teachers 
  • Check the list of existing teachers and delete teachers who have left the school or no longer require access
  • Add new teachers one at a time by filling in the fields at the top of the page
  • Once you’ve added new teachers, return to Manage Rollover and click Activate Rollover
  • This will automatically…
    • Unassign all students;
    • Increase their year level by 1 year (e.g. from Year 3 to Year 4); and
    • Send an email to all teachers with instructions to re-assign students to their new class and create new accounts for students who are new to the school.
Each teacher should now log in to assign students to their own class(es). They will have received email instructions on how to do this when rollover was activated. As the subscription coordinator, if you need to do this for teachers follow the instructions below.

  • Can’t find a newly added teacher’s class when assigning students? If a new teacher is yet to log in, the system will not have created a class for them. You can create a class for them by clicking Manage Classes and creating a class in the box at the top of the page.
  • Once you have all your teachers and classes, navigate to Manage Students and click on Move students. 
  • Click the filters to show unallocated students and use Years to find students by grade level.

  • Tick the boxes next to the students names to select all students who belong to the same class, click add to class and select their teacher.

  • If you need to add new students eg, new Kindergraten students, return to the top of Manage Students and add students one-by-one. Alternatively, download the sample file and fill in the details for all new students. Save the file to your computer and click Upload a CSV to add new students in bulk.
There are two ways to complete your spreadsheet for the new year:

Option 1 – Download your spreadsheet

  • Sign into your school’s Administration Console
  • Click School Roll then Rollover
  • Select Mathletics or Spellodrome
  • Click Download school roll to access all your current students

If you have forgotten your admin login, call us on 1300 850 331 or email rollover@3plearning.com

Option 2 – Use your school database

You’re welcome to use your own school database for Rollover, you’ll simply need to update the formatting to ensure it matches with our system.

  • Open a blank Excel spreadsheet
  • Create the following column headings in this exact order: Student First Name, Student Surname, Year, Class Name, Teacher Title, Teacher First Name, Teacher Surname, Teacher Email.
  • One column at a time, copy and paste the data from your school database into the new spreadsheet
  • Please take extra care to make sure that names are entered the same way as they’re currently listed in Mathletics – otherwise new student accounts will be created
  • Remove students that have left the school by right clicking on the row number of the student you wish to remove and select ‘Delete Row’. Add new students to the first available row, ensuring that you fill out all the required year, class and teacher information.
  • Once you have all your students added, update their year levels for the new year. Use the copy/paste or drag functionality in Excel to make bulk changes.
  • Sort or filter by year and update the class and teacher details for each student. Use the copy/paste or drag functionality as a shortcut.
  • Save your new spreadsheet as an xlsx file
  • Please note:
    • Students with identical names must be identified with a unique character eg. John B Smith or John Smith1.
    • During the Rollover process, a student can only be in one class. After Rollover, Teachers may copy students into other classes based on ability.
    • Teachers can share a class. Simply ensure that each Teacher appears on the spreadsheet next to the shared class at least once.
    • To retain student usernames and data, do not alter existing student names. Corrections can be made in the Administration Console after Rollover.
Return to the rollover tab of your Admin Console

  • Copy and paste your updated spreadsheet (excluding column headings) into the grid and click save.
  • Select the type of Rollover you wish to perform, we strongly advise you select ‘Full School

Note: If school rolls are managed separately for junior and senior school, please don’t perform a full school rollover. Contact your client manager for assistance.

  • If data is missing or incorrect the system will prompt you to amend. These changes are highlighted and can be corrected and saved

  • The Rollover summary will display all changes when your Rollover has been successful, you can now print sign-in cards for new teachers.
  • Click School Admin and select Print sign in cards at the bottom of your screen and select the Print Teachers option.

  • Sign into your WordFlyers admin console.
  • Click on the ‘My School’ tab from the blue menu bar and then select ‘Rollover’.

  • Select ‘Download existing students’. Following the onscreen instructions, update the class by changing the students’ levels and their teachers’ name and email address (in blank columns) for those students who will be using WordFlyers this school year.
  • Delete any students who will not be using WordFlyers this year.
  • For any new students, select ‘Download new student template’.

  • Following the onscreen instructions, populate the cells with your new students’ information. Don’t forget to include your new Year 7/8 classes.
  • Use the ‘choose file’ button to locate your files of existing and new students and select submit.

  • Our rollover team will receive your updated files and process the remainder of you rollover for you.

Visual learner? Watch a tutorial.

 

Coming soon…
If you need more help, contact our friendly Rollover team using the details at the bottom of the page.

FAQ – Mathletics & Spellodrome

Yes! We encourage schools to complete your own Rollover as soon as possible. The process itself is relatively quick and there are no delays in getting up and running for the academic year.
No, to ensure a quick and successful Rollover please complete a whole school Rollover. Contact your Account Manager if you require some of your year groups to be updated but not all. Any students that are missing will be in the ‘unassigned’ area.
No, names must remain unchanged for an accurate match allowing students to retain results and usernames. Where names are changed new student accounts will be created. Corrections and changes can be made in the Admin Console after Rollover.
Students with the same name need a unique character to differentiate them eg, John Smith1 or John B Smith.
Yes, but only after Rollover. A student can be copied to appear in two or more classes from within the Teacher Console.
Yes, Teachers can share a class. Simply ensure that each Teacher appears on the spreadsheet beside their class at least once.
Yes, after the Rollover has been completed we encourage teachers to differentiate classes within the Teacher Console.
Recently, some browsers have adjusted their default settings to block Flash, which may cause you problems when running the Spellodrome admin console. This can be easily overcome by adjusting your browser’s settings to allow Flash to run. Visit our Flash help page to find out more.
Throughout the year we will communicate important information around training options, product releases and major events.
The spreadsheets are prepared in Excel 2007 which is a Windows product. Mac users require Office for Mac 2008 or higher. Please contact us if you are having difficulty opening or saving your spreadsheet.
The deadline is 22 February 2019, however the sooner you complete your rollover, the sooner your students and teachers will be able to access their new classes.
All student data has been archived for Mathletics. Before you complete your rollover, you may decide to ‘Extend Results’, to keep gold bars and results from last year. This does not affect students’ certificates, points, avatar, Live Mathletics statistics and credits, provided the existing students’ names have not been changed Eg, Sam to Samantha.
In order to retrieve data from last year, go to your Admin Console and click on ‘Extend Results’ in the rollover tab.
Yes, in fact we encourage you to monitor student enrolment. Add new students via the ‘School Roll’ in the Administration Console.
Yes, after rollover you can transfer a student’s Mathletics and Spellodrome account from their previous school. To transfer via the Administration Console you will require the student username and an exact name match to be successful. This will transfer their avatar, credit points and username.
Your students may have received a new username. Check student details in the School Roll including ‘Unassigned Students’. You can reinstate the original username here and delete the new one so your student numbers don’t exceed your cap.

We’re here to help…

If you need a hand with your Rollover, simply email rollover@3plearning.com or call 1300 850 331.