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Adding Classes via Bulk Import


Role required: Administrator

Navigation steps: Classes > See all classes > Import Classes

Curriculum planning, assessment & class attendance are managed from the subject class. Rather than adding classes manually one at a time, you can add multiple via bulk import. To do this, download our CSV (comma separated values) template file for the academic programme (e.g. IB Diploma, CAIE IGCSE) you wish to import classes for. The required class data will be different for each programme and must match the CSV template exactly. This may require some setup if your settings have not yet been properly configured.

If you prefer to add classes one-by-one, click here for further guidance.

Account Setup

Before importing classes, take a moment to ensure that the following account setup steps have been completed for the next / current academic year.

1. Enabling your subjects

First, check that the subjects you wish to offer classes in are enabled via Settings > select the programme (e.g. IB Diploma) > Subjects. 

For MYP Language Acquisition Subjects

Select the phases offered for each language acquisition subject enabled in the IB Middle Years programme at your school. 

For National Curriculum (i.e. High School, Middle School, Primary School, etc.):

If you are using the build-your-own (BYO) National Curriculum module, subject groups & subjects first need to be configured.

What are Subject groups?

A Subject group is the broad categorisation of a list of subjects. For example, all science-related subjects can be grouped together in a Subject Group called “Sciences.”

What are Subjects?

A Subject is the course of study in a class. For example, “Chemistry” is a subject within the Sciences.

Why do you need subjects?

  • Classes need to be tied to a subject in order to create Unit Plans on ManageBac
  • Subject-specific differentiation for various elements on ManageBac, such as subject-specific Aims, Objectives, Syllabi and Rubrics.

1. Add Subject Groups

Navigate to Settings > Select your programme, e.g. High School > Subjects.

Click Add New Subject Group on the right panel

Enter the Subject Group Name and click Add Subject Group.

2. Add Subjects

Once subject groups have been created, click Add New Subject on the right panel to add subjects.

  1. Select the Subject group that the Subject belongs to.
  2. Enter the subject
  3. Select HL (Higher Level) and SL (Standard Level). The requirement to select levels will soon be removed. In the meantime, we recommend selecting both levels to add the subject.
  4. Add a subject description (OPTIONAL)
  5. Click Add Subject

Once subjects have been added, you will see them organised by subject group as shown above.

2. Enabling the Subject Levels (for IBDP, A-levels and IGCSE programmes only)

This step is for IBDP, A-Levels, and IGCSE programmes only. Please specify and enable the Subject levels via Options & Levels

3. Setting Academic Term Dates

Next, be sure that you have set up academic terms for the academic year you wish to create classes for.

If your school has more than 1 term, it’s important to establish what those terms are in the system.

Navigate to Settings > Academic Terms.

The academic terms are divided by the programmes offered at your school on the top bar.

Click on Configure New Academic Year on the top right to begin setting up the upcoming academic year.

 

Click on Add New Term below to configure the settings for your following terms to build your academic year into ManageBac.

Click Add Term Set below when you are done.

 

If you are not sure of the exact dates of each term, you can come back and edit this later by clicking on the blue Edit button on the top right corner of each set of academic year.

Keep in mind that the classes are not tied to the dates, but to the terms, so the sets of terms must be set up first.

4. Standardise Task Categories & Grade Scales

Class grade scales can be standardised for all classes that are not in the IB Middle Years Programme (MYP). For MYP classes, you can standardise the formative & summative task categories for each subject. If you wish to standardise these items, it's important that you do this before creating classes as changes made here will not apply to classes that have already been created.

MYP Task Categories

Why would I want to standardise MYP task categories?

Standardising task categories ensures that teachers are using consistent colour coding for tasks in their classes, as a way to uniform the assessments and make class & year group calendars easier to read.

Select a subject from the subject dropdown. Here you can configure default task categories for your teachers, for both Summative and Formative Tasks. You can edit existing category names, Remove categories, or add new categories via Add New Category.

Set a label colour for each category, either using a colour code or by picking from the colour wheel. Click Save Changes. New Classes created will then be set with these default categories.

Grade Scale (for non-MYP classes)

Why would I want to standardise class grade scales?

Standardising class grade scales can be helpful if you wish for all classes in the programme to have the same grade boundaries when submitting final grades. If you would rather for teachers to determine their own grade scales, then skip this step.

To set up the default Grade Scale Boundaries across the programme, navigate to Settings > Select the Programme > Grades.

Import Classes

Here are some important things to keep in mind when completing CSV templates:

  • Access to Microsoft Excel or OpenOffice: You will need to have access to a program like Microsoft Excel or OpenOffice to complete CSV imports.
  • Save the CSV file as UTF-8: The file must be properly formatted CSV and saved using UTF-8 character encoding.
  • Do not change the template: The header row should be kept and not be altered from the template. Keep all columns, even if you have only filled in the required fields.
  • Subject group and subject names must match: The spelling of the subject groups and subjects must match the exact spelling and spacing of the subject via your account programme settings, e.g. if the subject is labeled 'Chemistry' in your settings, then you must enter Chemistry when importing classes, variations like Chem will not be accepted.
  • Required fields must be filled in: Any missing required fields will cause an error in the system. Required fields for each programme are listed in the sections below.
1. Download the CSV template

Navigate to Classes > See all Classes > Import Classes, then select the programme you wish to import classes for.

Select your desired programme and then click on Download our CSV template and a CSV file will be downloaded to your browser.  

 

2. Download the cheat sheet of Supported Subjects

Below the CSV template, click on Supported Subjects to download an Excel file that comes with all the subjects that are enabled for the programme. Use this as a reference to help you fill in the class details accurately.

Open up the Excel file. On the Row 4, you will see the following headers with filters for: Subject Group; Subject; Level(s); Enabled?

Filter the Enabled column and deselect No to filter out subjects that are not enabled in your programme settings. This then only shows you the subject groups, subjects and levels that have been enabled on ManageBac.

See Enabling Subject Levels for guidance on how to enable subjects if needed.

3. Fill in class details

Complete the CSV spreadsheet with the required fields. Note that the required fields will be different for each programme

Diploma Programme (DP)
Header Field
Description
Class ID
The Class ID is a unique identifier for each class created on ManageBac, including all previously created classes. Your school can come up with your own naming convention.

Here’s a recommended combination:

1921DP1HistA

1921 for the academic year 2019-2021(2-year DP course)
DP for the Programme
for the Year Level (DP 1)
Hist for the Subject
for the Section
Class Year Level
RequiredThe Year Level of the class you are creating must match the label entered in your Grades & Programme Settings, e.g. Year 12, or Grade 12.

If unsure, navigate to Settings > Grades & Programmes on your account.

Not case-sensitive.
Subject Group
Required. This is the Subject group that the class belongs to.

The spelling of the subject groups must exactly match the official spelling on ManageBac, e.g. don’t fill in I&S for Individuals and societies. You can copy/paste the official spelling from the Supported Subjects cheat sheet.

Not case-sensitive.
Subject
Required. This is the Subject within the Subject group that the class belongs to.

The spelling of the subjects must exactly match the official spelling on ManageBac, e.g. don’t fill in Chem for Chemistry. You can copy/paste the official spelling from the Supported Subjects cheat sheet.

Not case-sensitive.
Name
If left blank, the class will automatically be named after the Subject.
Class Level
Required. This is the course level offered for the class, e.g. HL or SL. If both levels are enabled, you can leave this field blank to create a mixed level class.
Subject Level
This is the subject level that the course offers.

For example:
  • Ab initio vs Language B level for Language Acquisition classes
  • Language and Literature vs Literature level for Language and Literature classes 
Section
The sections of the same subject depends on how your school chooses to differentiate them. Some schools use A, B, C; others use 1, 2, 3, etc.
Teacher E-mail
Required. Identify the teacher that will be teaching the class and fill in the email address linked to their ManageBac account to add them to the class when its created.

To assign several teachers to the same class, list their emails in the same cell and separate by "|"

If unsure, navigate to Settings > School Directory to find their email address.

You can also leave this blank for now and bulk assign teachers to their classes later.
Class Description
This is a short summary of the class, visible to all users on ManageBac.
Class ID
Class Year Level
Subject Group
Subject
Class Name
Class Level
Subject Level Section
Teacher E-mail
Class Description
1921DPLAChiSLA
Grade 11
Language acquisition
Chinese

SL
ab initio A adrienne@eduvo.com
The goal of this class is to...
Middle Years Programme(MYP)
Header Description
Class ID
The Class ID is a unique identifier for each class created on ManageBac, including all previously created classes. Your school can come up with your own naming convention.

Here’s a recommended combination:

1920MYP6ISGeo

1920 for the academic year 2019-2020
MYP for the Programme
6 for the Year Level
IS for the Subject Group, Individuals and societies
Geo for the Subject, Geography
Class Year Level
Required. The Year Level of the class you are creating must match the label entered in your Grades & Programme Settings, e.g. MYP 1, Grade 6, Year 6, etc.

If unsure, navigate to Settings > Grades & Programmes on your account.

Not case-sensitive.
Subject Group
Required. This is the Subject group that the class belongs to.

Please fill in the Subject Group number assigned by the IB for the corresponding subject groups:

1 = Language and literature
2 = Language acquisition
3 = Individuals and societies
4 = Sciences
5 = Mathematics
6 = Arts
7 = Physical and health education
8 = Design
Subject
Required. This is the Subject within the Subject group that the class belongs to.

The spelling of the subjects must exactly match the official spelling on ManageBac, e.g. don’t fill in Geo for Geography. You can copy/paste the official spelling from the Supported Subjects cheat sheet.

Not case-sensitive.
Class Name
If left blank, the class will automatically be named after the Subject.
Phases
Required. Phases should be set for MYP Language Acquisition classes, based on the number of phases enabled in your MYP Subject Settings.

If your class includes multiple phases, please separate them with a comma, e.g. 1, 2, 3, 4, 5, 6.
Section
The sections of the same subject depends on how your school chooses to differentiate them. Some schools use A, B, C; others use 1, 2, 3, etc.
Teacher E-mail
Required. Identify the teacher that will be teaching the class and fill in the email address linked to their ManageBac account to add them to the class when its created.

To assign several teachers to the same class, list their emails in the same cell and separate by "|"

If unsure, navigate to Settings > School Directory to find their email address.

You can also leave this blank for now and bulk assign teachers to their classes later.
Class Description
This is a short summary of the class, visible to all users on ManageBac.
Class ID
Class Year Level Subject Group Subject Class Name Phases Section Teacher E-mail Class Description
1920MYP6LAFreA
Grade 6
2 French

1,2,3,4,5,6
A alan@eduvo.com
This French Language Acquisition course will cover...
Primary Years Programme (PYP Next)
Header Description
Class ID
The Class ID is a unique identifier for each class created on ManageBac, including all previously created classes. Your school can come up with your own naming convention.

Here’s a recommended combination:

Classof2031HRB

Classof2031 for the graduating academic year
HR for the Class Name, “Homeroom”
for the Homeroom section “Blue”

Class Year Level
Required. The Year Level of the class you are creating must match the label entered in your Grades & Programme Settings, e.g. Grade 1, or Year 1

If unsure, navigate to Settings > Grades & Programmes on your account.

Not case-sensitive.
Class Name If left blank, the class will automatically default to Homeroom. If you are creating a Specialist Subject class, please use the Class Name to identify the Specialist Subject.

For example:

Homeroom
Physical Education
Section
The sections of the same subject depends on how your school chooses to differentiate them. Some schools use A, B, C; others use colors names, Red, Blue, Yellow, etc.

Maximum of 5 characters. 
Teacher E-mail Identify the teacher that will be teaching the class and fill in the email address linked to their ManageBac account to add them to the class when its created.

To assign several teachers to the same class, list their emails in the same cell and separate by "|"

If unsure, navigate to Settings > School Directory to find their email address.

You can also leave this blank for now and bulk assign teachers to their classes later.
Class Description
This is a short summary of the class, visible to all users on ManageBac.
Class ID
Class Year Level
Class Name
Section Teacher E-mail Class Description
Classof2032HRR
Kindergarten
Homeroom
R rebecca@eduvo.com
Homeroom Red
Classof2030PE
Grade 2
Physical Education

julia@eduvo.com
PE Specialist Subject class
Cambridge Advanced & IGCSEs
Header Description
Class ID
The Class ID is a unique identifier for each class created on ManageBac, including all previously created classes. Your school can come up with your own naming convention.

Here’s a recommended combination:

1920CAdv-SciEM-AS

1920 for the academic year 2019-2020 (For 2-year IGCSE courses, you can use 1921 for the academic year)
CAdv for the Programme
Sci for the Subject group, Sciences
EM for the Subject, Environmental Management (8291)
AS for the Subject Level
Class Year Level
Required. The Year Level of the class you are creating must match the label entered in your Grades & Programme Settings, e.g. Year 12, or Grade 12.

If unsure, navigate to Settings > Grades & Programmes on your account.

Not case-sensitive.
Subject Group
Required. This is the Subject group that the class belongs to.

The spelling of the subject groups must exactly match the official spelling on ManageBac, e.g. don’t fill in PC for Professional and creative. You can copy/paste the official spelling from the Supported Subjects cheat sheet.

Not case-sensitive.
Subject
Required. This is the Subject within the Subject group that the class belongs to.

The spelling of the subjects must exactly match the official spelling on ManageBac, e.g. don’t fill in Chem for Chemistry (9701). You can copy/paste the official spelling from the Supported Subjects cheat sheet.

Not case-sensitive.
Class Name
If left blank, the class will automatically be named after the Subject.
Class Level
Required. This is the course level offered for the class, e.g. A or AS. If both levels are enabled, you can leave this field blank to create a mixed level class.
Section
The sections of the same subject depends on how your school chooses to differentiate them. Some schools use A, B, C; others use 1, 2, 3, etc.
Teacher E-mail
Required. Identify the teacher that will be teaching the class and fill in the email address linked to their ManageBac account to add them to the class when its created.

To assign several teachers to the same class, list their emails in the same cell and separate by "|"

If unsure, navigate to Settings > School Directory to find their email address.

You can also leave this blank for now and bulk assign teachers to their classes later.
Class Description
This is a short summary of the class, visible to all users on ManageBac.
Class ID Class Year Level
Subject Group Subject Class Name Class Level Section Teacher E-mail Class Description
1920CAdv-HSSIS-A
Year 12
Humanities and Social Sciences Islamic Studies (9013)
A
milo@eduvo.com This Islamic Studies course will cover...
Cambridge Lower Secondary
Header Description
Class ID
The Class ID is a unique identifier for the each class created on ManageBac, including all previously created classes. Your school can come up with your own naming convention.

Here’s a recommended combination:

1920CLS7-LangEng

1920 for the academic year 2019-2020
CLS for the Programme, Cambridge Lower Secondary
7 for the Year Level, Year 7
Lang for the Subject group, Languages
Eng for the Subject, English (1111)
Class Year Level
Required. The Year Level of the class you are creating must match the label entered in your Grades & Programme Settings, e.g. Year 9, or Grade 9.

If unsure, navigate to Settings > Grades & Programmes on your account.

Not case-sensitive.
Subject Group
Required. This is the Subject group that the class belongs to.

The spelling of the subject groups must exactly match the official spelling on ManageBac, e.g. don’t fill in HSS for Humanities and Social Sciences. You can copy/paste the official spelling from the Supported Subjects cheat sheet.

Not case-sensitive.
Subject
Required. This is the Subject within the Subject group that the class belongs to.

The spelling of the subjects must exactly match the official spelling on ManageBac, e.g. don’t fill in Hist for History. You can copy/paste the official spelling from the Supported Subjects cheat sheet.

Not case-sensitive.
Class Name
If left blank, the class will automatically be named after the Subject.
Section
The sections of the same subject depends on how your school chooses to differentiate them. Some schools use A, B, C; others use 1, 2, 3, etc.
Teacher E-mail
Required. Identify the teacher that will be teaching the class and fill in the email address linked to their ManageBac account to add them to the class when its created.

To assign several teachers to the same class, list their emails in the same cell and separate by "|"

If unsure, navigate to Settings > School Directory to find their email address.

You can also leave this blank for now and bulk assign teachers to their classes later.
Class Description
This is a short summary of the class, visible to all users on ManageBac.
Class ID
Class Year Level Subject Group Subject Class Name Section Teacher E-mail Class Description
1920CLS7-LangEng
Year 7 Languages English (1111)

adrienne@eduvo.com

National Curriculum: High School, Middle School, & Primary School
Header Description
Class ID
The Class ID is a unique identifier for each class created on ManageBac, including all previously created classes. Your school can come up with your own naming convention.

Here’s a recommended combination:

1920MS8ExtSGov

1920 for the academic year 2019-2020
MS for the Programme, Middle School
8 for the Year Level, Grade 8
Ext for the Subject Group, Extracurricular 
SGov for the Subject, Student Government

Note: National Curriculum subject groups and subjects are customised by each school
Class Year Level
Required. The Year Level of the class you are creating must match the label entered in your Grades & Programme Settings, e.g. Year 12, or Grade 12.

If unsure, navigate to Settings > Grades & Programmes on your account.

Not case-sensitive.
Subject Group
Required. This is the Subject group that the class belongs to.

Subject groups are customised per school and the spelling of the subject groups must exactly match what you have configured in your National Curriculum Subject Settings.  

If you are not sure, navigate to Settings > Programme > Subjects to confirm. You can copy/paste the spelling from the Supported Subjects cheat sheet.

Not case-sensitive.
Subject
Required. This is the Subject within the Subject group that the class belongs to.

Subjects are also customised per school and the spelling of the subject must exactly match what you have configured in your National Curriculum Subject Settings.

If you are not sure, navigate to Settings > Programme > Subjects to confirm. You can copy/paste the spelling from the Supported Subjects cheat sheet.

Not case-sensitive.
Class Name
If left blank, the class will automatically be named after the Subject.
Section
The sections of the same subject depends on how your school chooses to differentiate them. Some schools use A, B, C; others use 1, 2, 3, etc.
Teacher E-mail
Required. Identify the teacher that will be teaching the class and fill in the email address linked to their ManageBac account to add them to the class when its created.

To assign several teachers to the same class, list their emails in the same cell and separate by "|"

If unsure, navigate to Settings > School Directory to find their email address.

You can also leave this blank for now and bulk assign teachers to their classes later.
Class Description
This is a short summary of the class, visible to all users on ManageBac.
Class ID
Class Year Level Subject Group Subject Class Name Section Teacher E-mail Class Description
1920MS8ExtSGov
Grade 8 Extracurricular Student Government

alan@eduvo.com
4. Common Class Import Error Messages

Below are a few common error messages that you may encounter when importing classes into ManageBac.

The error message is shown on the last column on the right for every class. Check and correct the error on your file. Save as CSV (UTF-8) and re-upload the updated file.

CLASS ID

Every class created on ManageBac requires a unique class identifier code that is used to track and import elements to the class in bulk, such as assigning students and teachers to the class or configuring the timetable. Class IDs must be unique and organized according to your school's naming format.

An error message you might encounter related to Class IDs is:

  • Class ID has already been taken: this error occurs when the Class ID listed is already used in another class, or if the Class ID field has been left blank.
    Fix: Add or edit the Class ID so that it is unique & re-upload.

YEAR

Year refers to the year/grade level of the class, e.g. Year 1, Grade 12, etc. The year level must match what has been entered in your school's ManageBac Settings via Settings > Grades & Programmes.

If what you have entered doesn't match the Grades & Programmes page, you may run into this error message:

  • Core grade Grade can't be blank and Grade is invalid for the selected programme: This error message appears when the year level field doesn't match your account settings, e.g. you entered Year 11 but your school uses Grade 11.
    Fix: Enter the year level that has been configured for your account, and re-upload the file.

GROUP & SUBJECT

The Subject Groups and Subjects are built-in with their subject-specific class and unit content, e.g. Criteria, Syllabus, Aims & Objectives, so it's important that the spelling of the Subject Group and Subject matches your school's ManageBac Settings.

If you're unsure, use the Supported Subjects excel file as a guide, or navigate to your Settings > Programme > Subjects page to confirm.

 

If what you have entered for either fields doesn't match the Subjects on your account, you may run into this error message:

  • Subject can't be blank: This error appears if there is a mispelling in the Subject group or the Subject name or if the subject that you have entered is disabled on ManageBac.
    Fix: If the subject or subject group is mispelled, correct the error & re-upload. If it is disabled but is a subject that your school offers, please enable it in your Settings (Step 1: Enabling your subjects).
  • Myp subject can't be blank: This error appears if the Phase level you entered for a MYP Language Acquisition subject is incorrect or is disabled on ManageBac.
    Fix: If the Phase level is incorrect, correct the error & re-upload. If it is disabled but is a phase that your school offers, please enable it in your Settings (Step 1: Enabling your subjects).

LEVEL

Course levels can be assigned to subjects when creating your classes. Remember to enable the levels that are offered at your school before importing the file via Settings > Programme > Options & Levels.

If you want to create a mixed level class, you can leave this field blank. However, if what you have entered doesn't match the levels enabled on your account, you may run into this error:

  • Please check at least one of the levels: This error appears when the level that you entered is not enabled or is not a match.
    Fix: You can change the level on your CSV file, or enable the level in your ManageBac Settings.

SECTION

An easy way to distinguish classes of the same subject is by using class sections. Some schools use letter sections, such as Biology A and Biology B. Others use number sections, such as English 1 and English 2.

 

An error message you might encounter related to Class Sections is:

  • Class section is too long (maximum is 5 characters): This error appears when there are over 5 characters in the section field.
    Fix: Edit the section so it does not exceed 5 characters

FINAL CHECK

When a class has no errors, the Valid field on the right most column will show a green checkmark. When all of your classes have been validated, pleas click on the blue Proceed button below to add your new classes to ManageBac.

Once the classes have been added, you will be able to find them under Classes.

ADDITIONAL SUPPORT

See our tutorials below for further guidance on:

Bulk assigning students to classes

Bulk assigning teachers to classes

Video Tutorials

Contact Us

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E-mail: support@managebac.com

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