GrapeSEED Year Beginning Tasks
At the beginning of a GrapeSEED school year, there are important actions teachers, school administrators, and campus administrators must take to ensure steady progression from one year to another.
The year beginning process maintains important information correctly so that the next term or year begins smoothly, and schools have the right details in terms of unit plans, student licenses, users, and much more.
This guide highlights these important year beginning tasks and provides you links to guides that show you how to complete them from the Schools.GrapeSEED website.
Year Beginning School & Campus Admin Tasks
User Information
URL: https://schools.grapeseed.com
When a new GrapeSEED term begins, it's important to ensure all school and campus users are up to date and have the correct access. This includes inviting new users, removing inactive users, and assigning users to their correct roles.
You may invite and manage school and campus users from the Schools.GrapeSEED website listed above. To manage users, login to the Schools.GrapeSEED Website with your account credentials.
How to Update User Information
To view and update school or campus admins, go to your School or Campus' page and click on 'Administration' in the right hand corner and select Users from the drop down menu. This will open the 'Users' list. From here, you may invite new school and campus admins, and remove old ones.
You may do the same for your school or campus' teachers. To view and update teachers, go to your School page and click on 'Manage School' in the right hand corner and select Manage Teacher Lists from the drop down menu.
From the 'Manage Teacher List' page you may remove inactive teachers and invite new teachers to your school.
Read below guides to learn more about users and user information:
How to Invite and Assign New Users
To invite a new user, click on the Invitations on the right side of the user list. This will open the 'Invitations' page. From there, click on New Invitation to create and send out a new invitation. Enter the invitation type and the email of the user you would like to invite and click Invite when finished.
If the user you invited already exists, then your invitation email will automatically assigns them to their role. For example, if you invite a campus administrator who was already a user in the system, they will be assigned to your campus.
If the user you invited doesn't exist yet in the Schools.GrapeSEED website, then they won't be assigned their role until they respond to the invitation email and register their account.
How to Invite and Assign New Teachers
To invite a teacher to a specific class, you must first go to the 'Class' page you would like to assign the teacher to. From the 'Class' page, click on the 
button next to 'Teacher' to open the 'Teachers' invitations form.
If the teacher you invite already is a GrapeSEED user, they will automatically be assigned to the class. If the teacher is new, they won't be assigned to the class until they respond to the invitation email and register their account.
Read this guide to learn more about inviting and assigning teachers.
New School Year Classes
At the beginning of a new school year or term, school or campus admins must set up and manage classes for teachers and students to join. You may set up these classes by either promoting an existing class, or creating a new class.
It's very important you create new classes for grade levels that weren't available in the previous term. If you are starting a class from scratch, you should add a new class. For example, you must add early classes, like Kindergarten.
To add a new class to your school or campus, you must first go to your Campus page and click on 'Manage Campus' in the right hand corner and select Add Class from the drop down menu. This will open the 'New Class' form.
Read this guide to learn more about adding classes.
Promoting Classes
When a new term or school year begins, you must promote classes from the previous term or school year so they can continue their progression in the GrapeSEED program. You may promote classes from the Schools.GrapeSEED website.
How to Promote Classes
In order to promote classes, you must first determine which classes need to be promoted and which do not. You can usually determine this by doing some mental math based on the amount of classes available in the previous term or school year. To learn more about promoting classes and students, read this guide.
Move Students
At the beginning of a new school year, you may move a specific student from one class to another for a number of reasons. The 'Move Students' feature on the Schools.GrapeSEED website allows you to transition a student from one class to another without promoting the whole class.
How to Move Students
To move students, click on the student count in your class page to open the Edit License form. Next, click 'Move Students' in the top right corner to open the form.
The Source class is listed on the left of the form and the Target class is listed on the right of form. Be default, the source class is the current class, with the target class left blank. Use the drop down arrows to select your desired course and target class.
Once selected the students list will be populated by each student's name, along with the license count. Drag and drop specific students from one class list to another to move them. The student/license count will update.
To learn more about moving students, read this guide.
Year Beginning Teacher Tasks
Unit Plan
As a GrapeSEED teacher, you must ensure that your students continue a steady progression through GrapeSEED units and concepts. To do so, it is important that you define your unit plan correctly at the beginning of a new term or school year.
How to Define your Unit Plan
URL: https://schools.grapeseed.com
To view your unit plant, select your class from the Schools.GrapeSEED website listed above. Click on the number next to 'Current unit' on the far right to open the Unit Plan form. This form displays the following information:
- Unit - Unit number
- Start Date - Unit Start Date
- App Unlock State - Specifies whether the class unit locks or unlocks the app by default. You may toggle this setting to 'Locked' or 'Unlocked'
- App Content Status - If locked, this shows the date the app will be unlocked based on the ‘Days to App Unlock’ setting.
- Current unit - Current unit of the class
If you make any changes, click on Save to save your changes, or click Cancel to discard your changes.
To learn more about unit plans and unit plan generation, read this guide.
Student Count
At the beginning of a new school year or term, you must update your student count so that it is accurate. This includes adding student licenses if you have more new students, or removing extra student licenses that aren't needed.
How to Update Student Count
To manage your class's student count, log in to the Schools.GrapeSEED website with your account credentials and open your class' form. From your class form, click on the number next to Student Count. This will open the 'Edit Class License Count' form.
Use the plus and minus buttons to increase or decrease your student count. This will make a license available, or remove a license, decreasing or increasing the amount of students in your class.
To learn more about student count, read this guide.
Order Materials
When a new term or school year begins, you may need to order new classroom materials so that you can continue to execute the GrapeSEED program effectively. You can easily make an order request from the Schools.GrapeSEED website.
How to Order Materials
To order class materials for a new term or school year, you must send a 'Material Request' form for your selected class. To do so, go to your Class' page and click on the Shopping Cart button below the current unit number. This will open the 'Material Request' form.
You may request materials by clicking the following two links:
- Click 'Add Subscription Material' - For Digital Licensing
- Click 'Add Purchase Material' - For Textbook Licensing
To learn more about requesting materials and the shopping cart, read this guide.
Invite New Parents
At the beginning of a new school year or term, you must invite the parents of new students so they can access the GrapeSEED portal. When parents activate their account, their student will then have access to the GrapeSEED App on their device or computer. You can send invitations to parents from the Schools.GrapeSEED website.
How to Invite New Parents
To send a parent invitation, you must first go to your class' page. Once there, click on generate invitations button next to the student count. A new Generate Parent Invitation box will appear. Enter the following information:
- Count - Number of invitations to be generated
- Template - The invitation template to be used
To generate the invitation, click Create. This will generate a pdf that contains the number of invitations specified in Count, usually one per page, based on the template used.
To learn more about parents and invitations, read this guide.